Planning your event
Here are some things you’ll need to think about when planning event/wedding childcare to make sure the children are safe and well looked after. If you’re not sure about anything, just call Sarah on 01342 322422
Staff ratios
To comply with EYFS, the number of childcare workers or nannies to children is as follows:
Staff to children ratio:
Age of children Adult:child ratio
Under 2 years old 1:3
2-5 years old 1:4
5 -8 years old 1:8
If you are using a mobile crèche, there will, in addition, be a crèche manager outside of the adult: child ratio.
For Wedding & Event Nannies we work to the stated ratios.
Space
For a mobile crèche or if you are booking a separate room for the event nannies and children, you will need to make sure there is enough space to comply with EYFS regulations.
The space we need is:
Age of children Space for each child
Under 2 years 3.5 square metres
2 years and over 2.5 square metres
3 – 7 years 2.3 square metres
What we will need:
We ask you and your venue to provide us with:
• a suitable area for play
• tables, chairs and high chairs
• nappies, wet wipes and disposal bags
• food and drinks for all the children (unless we have agreed to organise the catering for the event)
• travel cots or beds if the children need an afternoon nap.
What else?
These are all the terms and conditions for your booking. Again, if you have any questions, or you’re not sure about anything, please ask.
1. As well as the right amount of space for the number of children, the room or children’s play space should be close to toilets and wash basins, with one set for every ten children.
2. We will need around two hours at the venue before the start of the event to set everything up.
3. We can only provide services which comply with Ofsted’s national standards.
4. All children’s areas should be safe, secure and clean. The event organiser and venue are responsible for disposing of rubbish and clinical waste.
5. For insurance and registration purposes, we must be able to lock all rooms, so that our equipment is kept safe and secure at all times.
6. Legally, the temperature of the children’s room has to be at least 60 degrees farenheit or 21 degrees centigrade. And any water that the children have access to must not be hotter than 100 degrees farenheit or 39 degrees centigrate.
7. There must be at least two electrical sockets available, with access to running water and drainage. A landline telephone for emergencies should also be accessible.
8. If we are looking after babies, there must be enough space to divide the age groups for safety.
9. We need to have the venue’s fire and emergency procedures and instructions. This will be displayed for parents, but it will be South East Childcare’s responsibility to evacuate the children in a emergency.
10. Parents must use our event pass check in security system when dropping off and collecting their children.
11. For insurance purposes, the venue must complete our venue agreement, and comply with the current childcare health and safety regulations and space requirements as detailed in your quotation. If they don’t do this, we can’t provide the service agreed, but you will still need to pay the full amount quoted.Â
12. We will need the name of the room to be used for the crèche at least three weeks before the event in time for Ofsted exemption. If you change the room after this, we can’t provide the service agreed, but you will still need to pay the full amount quoted.
13. We will need permission from the parents before any photographs are taken of the children.
14. When you accept our quotation, you will need to pay half of the whole amount as a deposit. The other half is due ten working days before the event. If your booking is less than ten days before then you will need to pay the whole amount at once.
15. If you cancel the event more than ten days before the event, then we keep the deposit and refund any more money you have paid. If you cancel less than ten days before the event, then you will need to still pay the full amount.
16. At public venues such as conferences and exhibition centres, the presence of a security guard is essential.
17. We cannot give medicine to children while we are looking after them.
Most importantly have great fun!!!