CMs - Adhoc bookings, a question about confirming in advance...........

[looneytune]

I've had a mindee on an adhoc basis in the school holidays for nearly a year now. This used to work as I had another mindee who was Term Time only. Well this mindee now comes in the holidays too but I've been able to have the adhoc mindee still, just not every single day.

Now I work with dh, we have a space for a holiday only mindee but the adhoc one still doesn't want to have a contract and is willing to risk it. This is all fine by us.

The question I have is how soon should I confirm future bookings? I've just been asked if I can do the February half term but I'm in 2 minds about agreeing to this right now as someone may come along wanting a Holiday only contract? What I want to do is think of a set policy for this type of thing and in this I'd want to say something like I'm happy to take bookings X weeks in advance but any earlier than that can't be confirmed until nearer the time. But how many weeks would be fair? I was thinking that a month in advance would be fair? Obviously if they find an alternative that's fine, my loss.

What are your thoughts lovely people?

Hi Looney

This ad-hoc stuff does me hed in!

I had 2 places in the unders and 1 left in the overs last 1/2 term, 1 mindee asked to be booked in for the week (in the unders) I says fine ok, then a few days later one of the mums asked if I could take her 3 kids, only had places left for 2 so sorry I can't this time, so she booked elsewhere, anyway you can probably guess what happened, the one booked in cancelled dead on the 2 week notice time, so it ended up I had three places with no one using. Was very as I could have had the other three, they are lovely children and I love seeing them (had since little, but left when started school) so I was very dissapointed with the whole thing, as was the mum.

I don't mind having term time onlies, as it means I can have holiday club ones as well, as I said we have a few that have left us to go onto school and its nice to catch up with them all. But I get so cross when parents book / cancell etc, I like to get organised well in advance so we can arrange trips / book tickets etc, I don't think they realise what a pita it is.

I give a slip out at least a month before any hols asking what sessions are needed, I book in and parents can cancell if they wish but not within 14 days of the holiday period, I've tried a few ways of sorting ad-hoc and this works most of the time but as I said before when it goes wrong its a right bumma.

That's rubbish mate! I'm wondering if maybe some kind of reservation fee should be made???? The mindee I'm talking about is ONLY holidays care, they go to private school so some dates needed are in our Term Time but I've explained I'm probably full on those dates and can help in the standard school hols. I'll have a think. Thanks though as it's good to hear about how it can go wrong.

Bump in case anyone has any other ways they do things that they'd like to share

I offer ad hoc contracts and it's at no more than one weeks notice.

As a Mum I would accept that if I booked it I had to pay for it IYSWIM. So perhaps you charge fees up front when booking?

If you get a full timer, send your adhoc mindee to me in Feb and then I'll tell them whether I want to do it again or not. You are covered. I will have enough spaces. Just warn them now that it may not be you.

Thanks everyone and thanks HSMM. I've been having a think about this as this adhoc mindee HAS pretty much come most of the holidays, I'm thinking that if they are likely to keep coming, do I really need a contract? I know they could not come etc. but I'd miss her if she didn't and it's been nearly a year now so maybe I could carry this arrangement on??? I'll have a chat with mum and decide but thanks for all the ideas and yes, I think I will charge something for booking

Why do you think the mum doesn't want a contract?

Presumably a contract would only tie her in for the half term as she would have plenty of time to give notice before the next holiday. I think she wants to have it both ways, she wants you to commit to her having the place, but she is not willing to give you the same commitment in return. I'd make it clear that you'd love to have her LO during half term, but that you hope she understands that if anyone comes along who is prepared to sign a contract to take up the place then you'd have to consider that. She really can't expect you to hold the place with no guarantee. The best she can expect you to offer is to let her know before you sign with someone else so that she has the option to sign first.

How about a 50% retainer and a top up when they use you? Do you think they'd go for it, to keep your flexibility?

I think she doesn't want a contract as she attends private school and so longer holidays and doesn't want to pay for childcare if she ends up on holiday for one of the weeks.

I sent her an email earlier so will see what her reaction is