Open Sports Terms and Conditions

Effective date: September 2026

These Terms and Conditions apply to all after-school clubs, coaching sessions, camps, holiday activities, events and related services provided by OpenSportsUK Limited (“Open Sports”, “we”, “us” or “our”).

If you book a place for your child with Open Sports, you agree to these Terms and Conditions on behalf of yourself and your child.

1. About Open Sports

1.1 Open Sports provides sports coaching and related activities for children.

1.2 Open Sports clubs are currently delivered at The Hall School and may take place in a range of suitable school locations, including:
a) the Junior School Yard;
b) the Senior School Yard;
c) Wathen Hall; and/or
d) a suitable classroom or other indoor area where Open Sports considers this appropriate.

1.3 Open Sports reserves the right to use other suitable venues or locations where reasonably necessary.

2. Booking and payment

2.1 Bookings must be made through the Open Sports website unless we agree otherwise in writing.

2.2 Clubs are booked on a termly basis unless we state otherwise.

2.3 A booking is only confirmed when:
a) the booking has been submitted through the Open Sports website;
b) full payment has been received by Open Sports; and
c) a booking confirmation email has been sent by Open Sports.

2.4 Until a confirmation email has been sent, Open Sports reserves the right to refuse or cancel a booking, including where:
a) the club is full;
b) the child does not meet the relevant age or year group requirements;
c) the information provided is incomplete or incorrect;
d) payment has not been successfully received; or
e) Open Sports reasonably believes it cannot safely accommodate the booking.

2.5 Places are allocated on a first come, first served basis.

2.6 It is your responsibility to ensure that the email address provided at the time of booking is accurate and able to receive communications from Open Sports.

3. Parent / guardian responsibilities

3.1 The person making the booking confirms that they are the child’s parent or legal guardian, or that they have authority to make the booking on the child’s behalf.

3.2 You must ensure that all information provided to Open Sports is accurate, complete and kept up to date.

3.3 You must notify Open Sports as soon as possible of any changes to:
a) contact details;
b) emergency contact details;
c) collection arrangements;
d) medical information;
e) behavioural, learning or support needs; or
f) any other matter relevant to your child’s safe participation.

4. Medical, welfare, learning and behavioural information

4.1 You must provide Open Sports with full and accurate information about any matter that may affect your child’s safe participation in an Open Sports activity. This includes, where relevant:
a) medical conditions, allergies, asthma, epilepsy, diabetes, injuries or other health issues;
b) medication requirements, including inhalers, EpiPens or other emergency medication;
c) physical or mental health needs relevant to participation in sport;
d) learning needs, SEND needs, sensory needs or communication needs relevant to safe participation in a group sports setting;
e) behavioural issues, triggers, support strategies or risks relevant to safe participation; and
f) any other welfare or safeguarding information that Open Sports should reasonably be aware of.

4.2 You are responsible for ensuring that any medication required during a club session is clearly labelled, in date and provided in accordance with any instructions notified to Open Sports.

4.3 If Open Sports is not given accurate and complete information before your child attends, we may be unable to make suitable arrangements and reserve the right to refuse participation or remove a child from a session or club where reasonably necessary for safety, welfare or safeguarding reasons.

4.4 By booking, you confirm that, to the best of your knowledge, your child is fit to take part in physical activity except for any conditions disclosed to Open Sports in advance.

4.5 Open Sports may request further information from you and may discuss appropriate arrangements with you and/or The Hall School before confirming or continuing your child’s place.

4.6 Open Sports does not provide one-to-one care or specialist medical support unless expressly agreed in writing.

4.7 Open Sports reserves the right to ask for a one to one support of a teacher / assistant / carer to be provided if a child has one in school. This covers diabetes, behavioural support and special educational or physical needs and is to be provided by the parents /carers of the child.

5. Participation in sport

5.1 You acknowledge that participation in sport and physical activity carries an inherent risk of accidental injury, including trips, falls, collisions and impact injuries, even where sessions are properly supervised and run with reasonable care.

5.2 By booking your child onto an Open Sports club, you accept the inherent risks of normal participation in age-appropriate sporting activity.

5.3 Nothing in these Terms and Conditions excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any other liability which cannot lawfully be excluded or limited.

6. Supervision and responsibility for children

6.1 Open Sports is responsible for children only during the scheduled start and finish times of the relevant club session.

6.2 Responsibility for your child does not pass to Open Sports until your child has arrived at the relevant club and the session has commenced under the supervision of Open Sports staff.

6.3 Responsibility for your child passes back at the end of the scheduled session to the parent, authorised collecting adult, The Hall School or the school’s designated supervision arrangements, depending on the child’s year group and the collection arrangements in place.

6.4 Open Sports is not responsible for:
a) children before the start of the session or after the end of the session;
b) children who fail to attend the correct meeting point or venue for their club;
c) a child’s journey to or from school, the club venue or home; or
d) supervision outside the booked club session times.

7. Collection and late collection

7.1 You must ensure that Open Sports has clear and accurate information about your child’s collection arrangements, including whether your child:
a) will be collected by a parent or authorised adult;
b) is expected to attend the school late club; or
c) has permission, where applicable, to leave in accordance with school arrangements.

7.2 For children attending Junior School clubs, if a child is not collected at the end of the club or is due to attend the school’s late provision, the child may be handed over to The Hall School late club (lets leap) in accordance with the school’s normal procedures. The Hall School late club is a separate paid school provision, and any charges relating to that provision are determined and charged by the Junior School, not by Open Sports.

7.3 For children attending Middle School or Senior School clubs, if a child is not collected at the end of the club or is due to be handed over for onward supervision, the child may be passed to the member of school staff responsible for supervision at the Senior School glass doors in accordance with the school’s normal procedures.

7.4 Open Sports will take reasonable steps to supervise and hand over children safely at the end of a session, but Open Sports is not responsible for a child once they have been handed over to:
a) a parent or authorised adult;
b) The Hall School late club;
c) the relevant supervising member of school staff; or
d) any other collection or supervision arrangement notified to parents by the school.

7.5 You must ensure that you, or another emergency contact, are contactable during club times.

8. Illness, injury, first aid and emergency treatment

8.1 If a child becomes unwell, is injured, or appears unable to participate safely, Open Sports may:
a) provide appropriate basic first aid within the competence of the staff present;
b) contact a parent or emergency contact;
c) require the child to stop participating for all or part of the session; and/or
d) seek medical assistance or emergency treatment where reasonably necessary.

8.2 In an emergency, and where Open Sports is unable to contact a parent in time, you authorise Open Sports to seek emergency medical assistance for your child if reasonably required in the circumstances.

8.3 Open Sports will keep a record of accidents, incidents and significant first aid administered.

8.4 Open Sports reserves the right to refuse attendance where a child is unwell, infectious, injured or otherwise not fit to participate safely.

9. Behaviour and conduct

9.1 Open Sports wants every child to enjoy clubs in a safe, positive and respectful environment.

9.2 Open Sports may refuse participation, suspend or remove a child from a session or club where, in our reasonable opinion:
a) the child’s behaviour presents a risk to themselves, other children or staff;
b) the child persistently disrupts the session or prevents the safe delivery of the club;
c) the child’s needs cannot be safely supported within the staffing and supervision arrangements available;
d) a parent has failed to provide information necessary for safe participation; or
e) there has been abusive, threatening or unreasonable behaviour by a parent towards Open Sports staff, The Hall School, other children or other parents in connection with the club.

9.3 Where appropriate, Open Sports will try to work with parents and/or The Hall School to resolve issues before permanent removal. However, Open Sports may remove a child immediately where this is reasonably necessary for safety, safeguarding or welfare reasons.

9.4 No refund will usually be given where a child is removed due to serious or repeated behavioural issues, non-disclosure of relevant information, or breach of these Terms and Conditions by a parent.

10. Staffing and safeguarding

10.1 Open Sports uses appropriately selected and trained staff to deliver its activities.

10.2 Coaches working on Open Sports activities are subject to appropriate safer recruitment measures, which includes references, observation, enhanced DBS checks and right to work checks where required for their role.

10.3 Open Sports may change coaches, groupings, session content, staffing arrangements, venues or timetables where reasonably necessary.

10.4 Open Sports maintains safeguarding procedures and expects all staff, children and parents to support a safe and respectful environment.

10.5 Where Open Sports has a safeguarding, welfare, medical, behavioural or operational concern relating to a child, Open Sports may share relevant information with The Hall School where reasonably necessary for safeguarding, child welfare, health and safety, collection arrangements, behaviour management, pastoral support, medical support or the safe operation of the club.

11. Clothing, equipment and personal property

11.1 You are responsible for ensuring that your child attends in suitable clothing and footwear for the activity and weather conditions, and brings any required water bottle, medication or protective items notified by Open Sports.

11.2 Open Sports may refuse participation in a session where a child does not have suitable clothing, footwear or equipment and Open Sports reasonably considers participation would be unsafe.

11.3 All personal property is brought to sessions at your and your child’s own risk. Open Sports is not responsible for loss of or damage to clothing, equipment, valuables or other personal belongings unless caused by Open Sports’ negligence.

12. Changes to clubs requested by parents

12.1 You may request to move your child from one club to another.

12.2 Any change is subject to:
a) space being available in the requested club;
b) Open Sports agreeing to the change; and
c) payment of a £10 administration fee.

12.3 If there is no space in the requested club, the change cannot be made.

12.4 Open Sports is not obliged to agree to a requested change where doing so would be impractical, unfair to other families, or inconsistent with staffing, age group or venue arrangements.

13. Parent cancellations and Open Sports credit

13.1 If you wish to cancel a booking, you must give Open Sports a minimum of four weeks written notice.

13.2 Where the required four weeks notice is given, Open Sports will provide a refund in the form of Open Sports credit to be used against a future Open Sports booking.

13.3 Open Sports credit is non-transferable unless Open Sports agrees otherwise in writing.

13.4 If less than four weeks’ notice is given, no refund or credit will usually be due unless Open Sports decides otherwise at its discretion.

13.5 Once a term or club has started, no refund, credit or partial refund will usually be given for:
a) missed sessions;
b) holidays;
c) minor illness;
d) social events;
e) timetable clashes;
f) a change of mind; or
g) any absence outside Open Sports’ control.

13.6 Nothing in this clause affects any refund that Open Sports is required to provide under applicable law.

14. Cancellation, relocation or changes by Open Sports

14.1 Open Sports may cancel, postpone, shorten, relocate or otherwise alter a club, session or programme where reasonably necessary, including due to:
a) staff illness or unavailability;
b) venue unavailability;
c) unsafe weather or unsafe site conditions;
d) low attendance numbers;
e) health, safety or safeguarding concerns;
f) school operational requirements or school closure; or
g) events outside Open Sports’ reasonable control.

14.2 Where weather, site conditions, venue availability or other operational factors make it unsuitable to deliver a club in its usual format or location, Open Sports may, at its discretion:
a) move the session to an alternative location, including Wathen Hall, a suitable classroom or another suitable indoor area;
b) adapt the content, format, structure or duration of the session; or
c) combine or reorganise groups where reasonably necessary to continue the session safely.

14.3 If a club proceeds in an adapted format, relocated venue or shortened session in accordance with clause 14.2, this will still count as the club having taken place and no refund, credit or partial refund will be due.

14.4 If Open Sports cancels a club or session and no suitable replacement session is offered, Open Sports will provide:
a) Open Sports credit

14.5 Open Sports will not be liable for any indirect or consequential loss, travel costs, loss of earnings or other additional expenses arising from the cancellation, postponement, relocation or alteration of a session.

15. Communications

15.1 Open Sports will send parents administrative and club-related communications relating to their child’s booking, including booking confirmations, timetable changes, venue updates, cancellation notices and other service-related information.

15.2 Open Sports may also send parents newsletters and updates about Open Sports clubs, camps and related services where the parent has opted in to receive such communications or where Open Sports is otherwise lawfully permitted to do so. Parents may opt out of such communications at any time.

16. Photography and video

16.1 Any use of photography or video by Open Sports will be handled in accordance with the image permissions and preferences recorded through the booking platform and in accordance with Open Sports’ Privacy Policy.

17. Data protection

17.1 Open Sports will collect, use, store and share personal data in accordance with its Privacy Policy.

17.2 By making a booking, you confirm that you have read the Open Sports Privacy Policy and understand how Open Sports will process personal data relating to you, your child and any emergency contacts.

18. Limitation of liability

18.1 Open Sports will be responsible for losses suffered by a parent or child only to the extent that they are caused by Open Sports’ breach of contract, negligence or other liability that cannot be excluded by law.

18.2 Open Sports shall not be liable for:
a) losses caused by inaccurate, incomplete or late information provided by a parent;
b) losses arising from a child’s failure to follow instructions or club rules;
c) losses arising from a medical condition, allergy, injury, learning need, behavioural issue or support need not disclosed to Open Sports in advance; or
d) indirect or consequential loss.

18.3 Nothing in these Terms and Conditions limits or excludes liability where it would be unlawful to do so.

19. Complaints

19.1 Any complaint should be raised with Open Sports as soon as reasonably possible so that it can be investigated fairly and promptly.

19.2 Complaints should be sent to chris@opensports.uk.

19.3 Open Sports will aim to acknowledge complaints within a reasonable period and respond as soon as reasonably practicable.

20. Changes to these Terms and Conditions

20.1 Open Sports may update these Terms and Conditions from time to time where reasonably necessary, including to reflect changes in law, safeguarding guidance, venue arrangements, booking systems or business operations.

20.2 The latest version will be made available on the Open Sports website and will apply to future bookings from the date published.

21. Governing law

21.1 These Terms and Conditions are governed by the law of England and Wales.

21.2 Any dispute arising in connection with these Terms and Conditions shall be subject to the exclusive jurisdiction of the courts of England and Wales, unless applicable consumer law provides otherwise.