We have listed a lot of the questions below which we are often asked which should help with your query, but if you can’t find what you need, please get in touch.

Who are PE Partner?

We are a company dedicated to providing more positive opportunities for children to take part in physical activities. We've been working with schools and community groups for 18+ years all across Yorkshire and we are committed to increasing and improving the experiences children have of physical activity. We have some childcare provisions at some venues, and we are classed as an activities provider. We have had our policies vetted and approved by a number of local authorities, partners in education and the community to ensure kids are safe and having a good experience.

Who are your coaches

All our coaches are qualified in their field and have been recruited in line with Keeping Children Safe in Education Legislation. All hold enhanced DBS checks (formerly CRB's) with us - we do not accept portability of DBS. We have a close group of great coaches who are conscientious, friendly, flexible and great with kids.

How to book a Holiday or After School Club

Please visit the BOOKING AREA -  BY CLICKING HERE and type the first 3 letters of the school you would like to book in the Event Search box, or using the search menu at the top of the page.

Booking Issues

Having trouble with your booking - If you are having any issues making a booking please send an email to kidsclubs@pepartner.co.uk and we will try to sort it out for you within 24 hours. Please note:- If any of the clubs are full, the website will not accept any new bookings on that particular club.

How do the After School Clubs work?

Once you have booked, simply send your children with the things they need - see below (What do the children need to bring to the Clubs?) and let them know that if they are in KS1 they will be picked up from the class by the coach and KS2 children should go straight to the club to meet the coach. Our coach will be there with a register (and all the medical and contact information for the children who have been booked on). After the session has ended, please collect them from the designated area. The coaches will sign the children out on collection. Someone needs to collect your child, we will not let them leave unless we can see you, unless you have told us that your child can walk home. WE NEED THIS IN WRITING BY EMAIL TO: kidsclubs@pepartner.co.uk - this is extremely important. The clubs usually run 3:15 until 4:15pm, unless otherwise stated when booking. Please check website for details.

How do the Holiday Clubs work?

Children should also bring a packed lunch, no fizzy drinks please, and a refillable water bottle for each day they attend. (please make sure their names are on their personal items) IMPORTANT:- OUR PE Partner CLUBS ARE NOW ALL NUT FREE, as well as free from phones, tablets or any other electronic devices. If refusal to hand over the Mobile Phone when asked, this unfortunately will result in the coach requesting your child be collected to return home. Any questions please contact kidsclubs@pepartner.co.uk.  

PLEASE BE AWARE: BOOKING CONFIRMATION MUST BE SHOWN when arriving at the club. A responsible adult MUST drop off all children, unless you have stated IN WRITING to kidsclubs@pepartner.co.uk that your child will walk to/from the club themselves. Children who walk to/from holiday clubs must still be sent with a booking confirmation. Please be available to answer calls should we need to contact you regarding your child(ren). If you cannot show a booking confirmation, and we do not have your child on our register, you will need to make a booking before your child can enter the club. If you believe you have already made this booking, then you can contact our parent support team, who will help with your booking.

What times do the Holiday clubs run?

Unless otherwise stated, most of our Holiday clubs are 9am to 3.30pm, but please check the booking confirmation and the Website as the times can vary depending on the venue and at some venues we do have wraparound options.

What do the children need to bring to the Clubs?

We ask that the children come to our clubs with sensible footwear and clothing for the activity they are doing. This can be something like a PE kit and trainers, comfortable clothing, or clothes suitable for sports and play activities.  We do ask parents not to send children in denims. Please send them appropriate clothing for the ever changing weather. On collecting your child they will be in their sportswear if it is an after school club, understandably they don't want to get changed back into their school uniforms The clubs can often be outdoors, weather permitting.

Lost Property

PLEASE NOTE - All lost property must be collected at the end of each day. Unfortunately we are unable to store any left on sites. The coaches will display any items at the end of each day and then also at the end of the week for you to check. Lost items will need to be collected.

What do Holiday Club days look like

The focus of our clubs is for everyone to have fun and to take part, so we encourage everyone to join in and play lots of different sports, games and activities to get the kids moving and smiling. A typical day at a holiday club would see us all together for a big group warm up after registration, then the day would be filled 1 hour long slots, each focussing on a different sport or game. We have lots of quick water breaks and then we are back to it! We play games like Football, Cricket, Tennis and Basketball, but we are also having treasure hunts, capturing flags and raiding the wizards castle. After lunch we tend to have a some free play, and then we are right back to our itinerary again, with fun games of Scatterball, Dodgeball and Hockey. Don’t worry, if your children are flagging, we always have the Lego and some pens, paper and drawing items on hand too to keep our breaks interesting.

PLEASE NOTE - MOBILE PHONES are not allowed during any of our Holiday Clubs or Afterschool Clubs due to safeguarding and safety  reasons.  Mobile phones will need to be handed to the coach at the beginning of the session and collected again at the end of the session.  If refusal to hand over the Mobile Phone when asked, this unfortunately will result in the coach requesting your child be collected to return home. Your child will need a Packed lunch each day, a refillable water bottle and no fizzy drinks please.

Collecting your children

At the end of each session the children will collect their things and will be taken to a central registration point by the coaches. Unless you have indicated that your child can walk home on their own at the end of the sessions, we need this in writing by email to: kidsclubs@pepartner.co.uk You will need to go to the registration point and tell the coaches you have arrived before we can let the children go. We do this to ensure the safety of the children.  If you are going to be late or early to collect your children for any reason please do let us know by calling 0113 322 6115. If you are late and we have not had a call from you we will try to call you, then we will call the second emergency contact, please ensure you have an emergency contact number added to your account.  In the case of an Afterschool Club session and we cannot contact anyone, we may take your children to the school’s after care club (if they have one) and they may charge you for this. Rest assured we would never leave until all the children have been collected or handed over to a responsible adult or with the school staff team. If you are late collecting from a Holiday Club, we will try to contact you, then we will call your emergency contact number, there must be one on your account. If we still cannot contact anyone, the management team will make a decision regarding the next step. Please note, your child will not be allowed to walk home and they will never be left on their own. It is important you collect your child on time, but we do understand on occasions you may run slightly late, you just need to let us know by calling 0113 322 6115.

Accidents & Incidents

If your child has a toileting accident at one of our clubs, the Lead Coach will call you and ask you to come to the club to bring a change of clothes and to change your child.

If your child has a trip or all that requires first aid, or bumps their head, our coaches will complete an accident form and will give you a copy of this at the end of the session. We will of course inform you immediately in case of an emergency or we may call and inform you of any incident if we feel it necessary.

What if the numbers are low

Whilst most of our clubs are hugely popular, unfortunately, from time to time, we get a low take up at a particular after school club (for whatever reason). When this happens, we do everything we can to make sure the club still goes ahead and as part of that we reserve the right to change the activity to suit the group we have. For example if we have three children on a football club and four on a sports club booked onto an Afterschool club, we may feel it makes sense to put the groups together to try and make it an enjoyable experience for everyone. It's incredibly rare that we ever cancel clubs, but if the numbers are just too low we may have to. If we ever have just 1 or 2 children attend an Afterschool club, that activity will not take place and the children will be taken to school reception and you will be contacted to let you know. They may then go into the after school provision if you cannot collect them. This is best practice from a safeguarding perspective and the session wouldn’t be much fun with such low numbers. If this happens you will of course be refunded.

This can on rare occasions affect the Holiday Clubs too. If this happens we will try to offer parents places at an alternative venue, but if that doesn't work for them, we can offer a credit or refund.

If it is one of our Holiday Clubs, we try to give you at least 48 hours notice of the cancellation and offer an alternative venue as close as possible, or offer you a credit or refund if any of our other venues are not suitable.

What about the weather

As you are aware we are at the mercy of the weather. We do try to keep them outside in the fresh air as much as possible, but we will take them inside if the weather is too bad.

During the winter months, children should bring/wear a tracksuit along with a hoodie or sweatshirt to keep warm. In the summer months, children may need to apply sun cream before the session (and bring some with them) and provide a sun hat.

Can I pay with Childcare Vouchers? / Do you have an OFSTED number

We are now working with some of our venues at a few holiday clubs in which we run in partnership with schools as OFSTED registered childcare and as such, you can use childcare vouchers and government gateway accounts to book. This will be clear in the description of the club.

The majority of our holiday clubs are activity clubs and are not childcare, so we cannot take these methods of payment. Rest assured that we have had our policies checked with OFSTED and we are part of the Breeze Culture Network - a Leeds City Council vetting procedure for partners, but we are not offering OFSTED registered schemes because our activities fall under the OFSTED exemption categories - and identifies our schemes as an Activities Provider - as outlined in our full statement – this is available on request by email to info@pepartner.co.uk

Administering Medicine to my Child

In the event that your child needs medication during their time with our coaches we must be informed first. You will be asked to complete a medicine administration form giving clear instructions and the coach who administers the medicine will complete this form as a record.

What is your policy on behaviour

We do everything we can to make sure that everyone has fun at our sessions, but occasionally children can fall out. We operate a zero tolerance policy and when any instance is witnessed or reported to us, our coaches will speak to the children involved and to the parents of those children. If we are made aware of any issues that have taken place we reserve the right to ask parents to collect their children from our clubs and to ask them not to attend our clubs until we have spoken to the parents and the Management Team to decide the next steps.  On rare occasions, a child can be asked not to attend our clubs in the future. This is always at the discretion of the Management Team and is a last resort.

If you’d like to know how we deal with different levels of behaviour management please email us at kidsclubs@pepartner.co.uk and request our policy.

SEND Support - PLEASE READ CAREFULLY

We are very proud of our record of supporting children with special education needs and disabilities to engage in positive physical activities and we have helped hundreds of SEND children to access our sessions.

It is essential to us that we can properly meet the needs of each individual children, and that it is always a positive experience. While we make all reasonable adjustments to make sessions inclusive, there are some children who do need an additional team member to support their attendance and this is not always possible. We work hard to secure extra staff so that we can give children with 1 to 1 needs the extra coach, this isn’t always possible and we may not be able to accommodate complex needs without having the appropriate funding and the right team members in place.
Unfortunately we do not always availability of a member of the team with the relevant qualifications or experience to support children with complex needs in our settings. We will always discuss a child's individual needs with the family and their school and where possible we will make all reasonable adjustments, but we cannot help in every situation, and if we cannot support your child so they have a positive experience, we may not be able to accommodate their place. Our first priority will always be making sure that all the children who attend our clubs can have a positive experience, therefore if we feel that a child requires additional support which we are not able to provide adequately to make their experience a positive one, then we are not in a position to accept a booking for the child, if you book your child without speaking to the team, this may unfortunately result in the space being cancelled due to not having a team member with the relevant qualifications. There is no catch all approach and every single child is different. We want every child to have the best experience at our clubs.

You MUST speak to us BEFORE you book, if your child has SEND needs because we need to check if we are in a position to support your child appropriately.  This includes children who need intimate care needs during the clubs To discuss a booking for a child with 1 to 1 support please in the first instance, email the office. One of the team will be in touch with you to discuss the particular needs of your child. kidsclubs@pepartner.co.uk

Refund/Cancellation policy

Cancellations requested within 14 days of booking will receive a full refund, provided this is not within the 14 day period prior to the club or session taking place.

After the 14 day cancellation period, all bookings become non-refundable, however we may be happy to change the date of the session within the same booking period.

No refunds will be issued for: Missed sessions, Illness, Holidays, Partial attendance. Management discretion will be used in the instance of changes to personal circumstance and behaviour-related exclusions in line with our policies.

Requests to transfer sessions will only be considered in exceptional circumstances and are entirely at management discretion.

We reserve the right to cancel or amend sessions where necessary due to unforeseen circumstances. Where this occurs, a refund, creditor alternative session will be offered. Please email kidsclubs@pepartner.co.uk

Privacy Policy and Data protection

We do not store credit card details nor do we share customer details with any third parties. We may from time to time send you special offers and information about our clubs, but you can opt out of this by hitting unsubscribe on the email, this will remove your name from the mailing list. Occasionally, this method fails, so please do just send us an email if that is the case, and we will manually remove you from our mailing lists. If you would like to see the full privacy policy and GDPR statement please email your request to info@pepartner.co.uk

Contact The Team