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Pitch & Prep
Terms & Conditions
Bookings & Payments​​
To secure a session with Pitch & Prep, all bookings must be confirmed in advance.
Payment Terms
Payment is due within 5 days of the session taking place
(unless otherwise agreed prior to the session).
This is the standard payment term applied to all sessions.
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Payments can be made either by Bank transfer or Cash, and bank details will be provided upon booking and/or following the session.
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Missed or Late Payments
If payment is not received within the agreed timeframe, a polite reminder will be issued.
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Persistent late or outstanding payments may result in future bookings being declined until any balance(s) are cleared.
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Cancellations & Attendance
If a client fails to attend a session without prior notice (i.e. a “no-show”), the full session fee will still be charged.
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Payment is also required for sessions that are shortened or ended early by the client (unless otherwise agreed).
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General Notes
We aim to keep everything flexible and straightforward, while maintaining fairness for both clients and Pitch & Prep.
Prompt payment helps ensure smooth delivery of all sessions.
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Cancellations & Rescheduling
We understand that plans can change - especially with family schedules, travel, and unexpected circumstances.
However, as each session is reserved specifically for you, the following cancellation policy applies...
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Cancellations
If you need to cancel a session, we kindly ask for at least 24 hours’ notice.
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- Cancellations made more than 24 hours in advance will not be charged and can be rearranged where needed.
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- Cancellations made within 24 hours of the session will be charged at the full session rate.
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- Failure to attend a scheduled session without notice will also be charged in full.
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Rescheduling
Where possible, sessions can be rescheduled with at least 24 hours’ notice, subject to availability.
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We will always try to be flexible and accommodate changes where we can.
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Late Arrivals
If a client arrives late to a session, the session will still finish at the originally scheduled time and the full session fee will apply.
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Fair Use
We aim to be fair and reasonable in all situations and understand that genuine emergencies can happen.
In exceptional circumstances, discretion may be applied.
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Bad Weather & Pitch Conditions
Pitch & Prep sessions are generally delivered outdoors - and therefore weather conditions can occasionally affect training.
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Safety First
The safety and wellbeing of all players is the top priority!
Sessions may be postponed or adjusted if weather or pitch conditions are deemed unsafe.
This includes, but is not limited to:
- Heavy rain resulting in waterlogged or unplayable pitches
- Thunderstorms or lightning
- Frozen or unsafe playing surfaces
- High winds that may increase risk of injury
The decision on whether a session can go ahead will always be made by Pitch & Prep.
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Rain & Playable Conditions
Light or moderate rain will not normally result in cancellation.
Sessions are expected to go ahead in typical British weather conditions, and players should come prepared to train in wet conditions where appropriate.
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Only when rainfall significantly affects pitch safety or quality (e.g. waterlogging or standing water) will a session be postponed.
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Hot Weather Policy
During periods of hot weather, sessions may be adapted to ensure player safety.
This may include:
- Increased water breaks
- Reduced intensity or duration
- Adjusted session content
- Rescheduling if conditions are considered unsafe
Players are encouraged to bring appropriate hydration and wear suitable clothing for warm conditions.
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Cancellations Due to Weather
If a session is cancelled by Pitch & Prep due to unsafe weather or pitch conditions,
no charge will be made and the session will be rearranged at a mutually convenient time.
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Client Decisions
If conditions are considered safe for training but a client chooses not to attend (including light rain), the session will still be charged.
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Venue Availability
If a pitch or facility becomes unavailable due to weather-related closures, the session will be rescheduled at no additional cost.
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General Approach
We aim to balance flexibility with consistency, ensuring sessions continue wherever safely possible while always prioritising player welfare.
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Medical & SEN Information
Pitch & Prep is committed to providing safe, inclusive and supportive coaching sessions for all participants.
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Health & Medical Information
It is the responsibility of parents/guardians or adult participants to inform Pitch & Prep of any relevant medical conditions, injuries, allergies, or physical limitations prior to the session.
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This includes, but is not limited to:
- Asthma or breathing conditions
- Allergies (including any medication requirements such as inhalers or EpiPens)
- Recent injuries or ongoing rehabilitation
- Any condition that may affect safe participation in physical activity
Failure to disclose relevant information may affect the ability to safely participate in sessions.
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Injury & Fitness to Participate
Participants should only attend sessions if they are medically fit to do so.
If there is any uncertainty, professional medical advice should be sought before participation.
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Pitch & Prep reserves the right to adapt or restrict activities where necessary to ensure safety.
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SEN & Additional Needs
We warmly welcome and support participants with Special Educational Needs and Disabilities (SEND) and aim to create an inclusive coaching environment for absolutely everyone.
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Parents/guardians or participants are encouraged to share any relevant information prior to sessions, including:
- Communication preferences
- Sensory needs or triggers
- Behavioural or emotional support requirements
- Any additional support that may help the participant engage positively
This information allows sessions to be tailored appropriately to ensure a positive experience for every individual.
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Confidentiality
All personal, medical, and SEN-related information shared with Pitch & Prep will be treated confidentially and used solely for the purpose of delivering safe and appropriate coaching sessions.
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Duty of Care
Pitch & Prep operates with a strong duty of care towards all participants and reserves the right to pause or modify a session if there are concerns about safety or wellbeing.
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Safeguarding
Pitch & Prep is committed to creating a safe, positive and inclusive environment where all participants can enjoy football and coaching activities free from harm, discrimination, bullying or abuse.
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The welfare of children, young people and vulnerable adults is always the highest priority.
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Commitment to Safeguarding
Pitch & Prep is committed to:
- Providing a safe and welcoming coaching environment
- Treating all participants with dignity, fairness and respect
- Promoting the wellbeing and welfare of every participant
- Encouraging positive behaviour and mutual respect
- Taking any safeguarding concerns seriously and responding appropriately
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Coaching Standards
All coaching sessions are delivered with participant welfare at the forefront of every decision.
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Pitch & Prep aims to:
- Create a positive and supportive learning environment
- Deliver age-appropriate and ability-appropriate activities
- Maintain professional boundaries at all times
- Encourage enjoyment, development and confidence through coaching
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Parent & Guardian Responsibilities
Parents and guardians play an important role in supporting participant welfare.
Parents/guardians are encouraged to:
- Provide accurate emergency contact information
- Share any relevant medical, behavioural or SEN information before sessions
- Raise any concerns promptly and openly
- Ensure participants are collected promptly where applicable
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Reporting Concerns
Any concerns relating to the welfare, safety or wellbeing of a participant should be raised with Pitch & Prep as soon as possible.
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All safeguarding concerns will be treated seriously, handled appropriately, and, where necessary, referred to the relevant safeguarding authorities or organisations.
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Photography & Social Media
Photographs or videos of participants will only be taken, used or shared where appropriate consent has been obtained.
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Pitch & Prep is committed to protecting the privacy and wellbeing of all participants when using images, video content or social media platforms.
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Commitment to Continuous Improvement
Pitch & Prep is committed to maintaining high safeguarding standards and keeping safeguarding knowledge and practices up to date to help ensure a safe environment for everyone involved.
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Qualifications & Compliance
Pitch & Prep is committed to maintaining appropriate qualifications and safeguarding standards to support the welfare and safety of all participants.
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Ashley Lewis holds:
- An Enhanced DBS Check (and is on the DBS Update Service)
- FA Safeguarding Children qualifications
- FA Safeguarding Adults qualification
- Paediatric First Aid qualification
- First Aid in Football qualification
Pitch & Prep is committed to ongoing professional development and regularly undertakes training to maintain and enhance coaching, safeguarding, inclusion and player welfare knowledge.
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Liability
While every effort is made to provide a safe, enjoyable and professionally delivered coaching environment, participation in sport and physical activity carries an inherent risk of injury.
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Participant Responsibility
Participants (or parents/guardians where applicable) are responsible for ensuring that they are fit and able to take part in coaching sessions.
Any relevant medical conditions, injuries, allergies, SEN requirements or other information that may affect participation should be disclosed prior to the session.
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Participants are expected to follow coaching instructions and behave in a manner that supports the safety and wellbeing of themselves and others.
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Limitation of Liability
Pitch & Prep accepts no liability for injuries, loss or damage resulting from:
- Failure to follow coaching instructions
- Undisclosed medical conditions or injuries
- Actions taken outside of supervised coaching activities
- Loss, theft or damage of personal belongings brought to sessions
(Nothing within these Terms & Conditions excludes or limits liability where it would be unlawful to do so).
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Session Adjustments
Pitch & Prep reserves the right to modify, pause or end a session where there are concerns regarding safety, welfare, behaviour, weather conditions or any other circumstance that may place participants at risk.
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Commitment to Safety
Pitch & Prep is committed to providing safe, inclusive and professionally delivered coaching sessions and will always take reasonable steps to minimise risks and promote participant welfare.
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Questions About These Policies?
We understand that every participant, family and coaching situation is different.
If you have any questions about these policies, bookings, safeguarding, SEN support, payments or any other aspect of our services, please visit the FAQs page or get in touch.
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We're always happy to answer questions, provide clarification and help you find the most suitable coaching option for your needs.
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Whether you're enquiring about football coaching, SEN support, mentoring or future services, you'll always receive a warm welcome and honest advice.
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Ready to get started?