Terms & Conditions

Pointers Gymnastics and Trampoline Club – Policies and Procedures

PAYMENTS – FEES & MEMBERSHIP

  • A welcome letter outlining fees and membership is sent before joining.
  • Monthly subscription fees are due on the 1st via Direct Debit.
  • It is the payee’s responsibility to keep card details current.
  • Late fees apply to overdue payments.
  • Fees are non-refundable.
  • Two weeks’ notice before the 1st of the month is required to cancel a class.
  • If the venue cancels a class and no make-up is offered, a credit will be applied.
  • A club membership fee will be added to your first payment, and a club t-shirt will be provided.
  • Finance queries can be directed to finance@pointersclub.co.uk


PARENTS/GUARDIANS’ RESPONSIBILITIES

  • Parents may attend their child’s first session only (excluding Pre-School classes). Thereafter, they must wait outside of the building.
  • On certain occasions, parents may be asked to help with spotting around trampolines or encourage waiting quietly during gymnastics.
  • Parents/guardians must not allow children to sit on end decks, run between trampolines, or play on equipment unsupervised.
  • All participants must wear Pointers club uniforms: black shorts/leggings/joggers a club t-shirt or leotard, and a club jump if required. Hair must be securely tied back from face, and no jewellery. Trampolines require socks.
  • Uniform must be named. 
  • No food or drink allowed near trampolines or on gym floors. Only lock-top water bottles are permitted.
  • Ensure children use the toilet before class starts. Any weak bladder issues must be reported to us to ensure we can remind children to use the toilet. Any toilet accidents will require your child to be picked up early. 
  • Parents/guardians must inform coaches of any medical or additional needs prior to their first session, and keep coaches informed of any changes.
  • Positive encouragement is expected. Never force participation or punish poor performance.
  • Prompt arrival is required. Children more than 10 minutes late may be refused entry.
  • Parents must collect children promptly. Late collections incur a £5 fee per 15 minutes.
  • If a child is to leave unaccompanied or meet in the car park, written permission is required.
  • Keep contact and medical information updated.
  • Fees must be paid by direct debit on the 1st of each month. Late payments will incur a charge.
  • Substance use (alcohol, drugs, smoking) is prohibited on premises or when representing the club.
  • Children should not attend if unwell, particularly after sickness/diarrhoea within 48 hours, or with Covid-19 symptoms.
  • Verrucas must be covered (e.g., with grip socks).
  • Any injuries that have occurred before class, must be explained to the coaches and a support should be worn if required. Any open wounds must be covered securely. 
  • Returning after an injury may require a doctors note, so we know your child is safe to return without aggravating their injury any further. 


PARTICIPANTS’ RESPONSIBILITIES

  • Participants must wear club uniform (black bottoms and purple t-shirt) and avoid belts, buckles, metal items, or jewellery. Socks must be worn for the trampolines, but gymnastics should be trained barefoot.
  • Hair must be pulled back securely from your face. 
  • Shoes and coats must be placed in their own basket and water bottles put in the bucket provided. 
  • Phones and personal items must be placed in the box provided.
  • When not on the trampoline, participants should help spot and avoid sitting, running, or climbing on equipment.
  • Participants must follow the structured activities and coach instructions.
  • No eating/drinking near trampolines or gym floor. Lock-top water bottles only.
  • The toilet should be used prior to the class starting. Only two children may leave at a time, and under-8s must be accompanied by an adult.
  • No advanced trampoline moves (front/back landings, flips) during warm-up or without coach approval.
  • Use of equipment must be supervised.
  • Participants must complete warm-ups and stretches to participate in the session.
  • Respect all fellow participants and coaches. No bullying, disrespect, or aggressive behaviour. If there is a continued complaint, participants will be removed from the class and club.
  • Arriving more than 10 minutes late may result in refusal to join the class.
  • Children will only be dismissed once a known adult arrives, unless written permission has been given.
  • Unwell participants (e.g., with Covid-19 or D&V) must not attend.
  • Concerns should be raised with a coach or parent/guardian who may contact the club by email.


EMERGENCY & FIRST AID PROCEDURES

  • Do not block emergency access areas. Ambulance bays must remain clear.
  • Coaches must inspect equipment before every session and ensure fire exits are unobstructed.
  • In a fire, evacuate calmly to the designated assembly point:
  • Warlingham School: Car park
  • Head coaches lead evacuation, call emergency services, and ensure safe exit of all members.
  • A responsible adult must assist disabled or junior members where safe.
  • Emergency services (999) should be called immediately in life-threatening situations.
  • First Aiders must remain with casualties; others should direct services upon arrival.
  • First Aid Kits:
  • Warlingham School: In gym storage cupboard
  • Accident books are in the same locations.
  • Defibrillators:
  • Warlingham School: School reception
  • A written injury report must be completed and signed by parents.
  • Club management must follow up within 24 hours to check on the injured party.
  • Always stay calm and supervise the wider group when an injury occurs.
  • Current First Aiders are: Sefra, Carolle, Elena, Sophie and Summer.


CHILD SAFEGUARDING POLICY STATEMENT

Pointers Club is committed to providing a safe and positive experience for all children and young people. All staff understand their duty of care and must report concerns immediately. It is not the coach’s responsibility to investigate but to act on concerns.

  • Contact Welfare Officers for concerns:
  • Shelly Nash: shellynashwelfareofficer@pointersclub.co.uk
  • Shelley Wells: shelleywellswelfareofficer@pointersclub.co.uk
  • Every child, regardless of background, has the right to feel safe.
  • All suspicions of abuse will be handled seriously and swiftly.
  • Child protection updates and training are ongoing.
  • A Child Welfare Officer oversees safeguarding concerns.
  • Risk assessments are regularly carried out to ensure safety.


EQUALITY POLICY STATEMENT

Pointers Club promotes fairness, inclusion, and equal access to sport. We adopt Sport England’s definition of sports equity and work to ensure:

  • No member faces discrimination based on age, gender, race, religion, disability, or background.
  • Every member enjoys sport in a safe, welcoming environment.
  • Discrimination and harassment are not tolerated.
  • Any incidents are handled seriously and per club disciplinary procedures.


MISSING CLASSES

  • Catch-up sessions are available during quiet holiday periods only and must be pre-booked.
  • Entry may be denied if the child is not on the register.
  • Catch-ups are subject to space availability.
  • For extended absences in August:
  • Option 1: Pay standard fee and attend alternative catch-up sessions.
  • Option 2: Pay 50% to retain your place (no catch-ups).
  • Option 3: Cancel and rejoin the waiting list in September (spaces not guaranteed).

Last Updated: 7th March 2026