Drop-In Daycare Policies & Contract Template

"All families must complete a Drop-In Registration Form prior to their child's first visit. This includes:

• Child's full legal name, date of birth, and home address
• Parent/guardian names, phone numbers, and email addresses
• Emergency contact (someone other than the parents)
• Authorized pick-up persons with photo ID requirement
• Known allergies, medical conditions, and current medications
• Special dietary needs or restrictions
• Physician name and phone number
• Immunization records (as required by [State] law)

Registration forms are valid for 12 months. Parents are responsible for updating any changes to contact information, medical conditions, or authorized pick-up persons."

"Drop-in care is available on a first-come, first-served basis and is subject to availability based on our licensed capacity and staff-to-child ratios.

Reservations must be made at least [24 hours] in advance through our online booking system. Same-day bookings may be available by calling [phone number] to check availability.

A reservation is not confirmed until a deposit has been received. Spots without a deposit within [2 hours] of booking will be released for other families.

Enrolled full-time and part-time families always take priority. Drop-in availability may be limited during peak periods including school holidays, summer months, and teacher workdays."

"Drop-in care rates:

• Hourly rate: $[XX]/hour
• Half-day rate (up to 4 hours): $[XX]
• Full-day rate (up to 8 hours): $[XX]
• Late pick-up fee: $[1-2]/minute after scheduled pick-up time

A deposit of [50%] of the estimated total is required at the time of booking. The remaining balance is due at drop-off. We accept credit/debit cards and [other payment methods].

Care time is calculated from scheduled drop-off to actual pick-up, rounded up to the nearest [15-minute/30-minute] increment.

Prepaid packages of [5/10] visits are available at a [10-15%] discount. Packages are non-refundable and expire [6/12] months from purchase date."

"We understand plans change. Our cancellation policy is designed to be fair to all families:

• 24+ hours notice: Full deposit refund
• 12-24 hours notice: Deposit converted to credit for future booking (valid 30 days)
• Less than 12 hours notice: Deposit forfeited
• No-show without contact: Deposit forfeited

After two (2) no-shows within a 90-day period, future bookings will require full prepayment. After three (3) no-shows, advance reservations may be restricted and care will be offered on a same-day, space-available basis only.

Illness exceptions: If your child wakes up sick on a booked day, please notify us as soon as possible. With a doctor's note, we will issue a full credit for a future visit."

"Drop-off: Parents/guardians must sign the child in upon arrival and confirm pick-up time with staff. Please bring all necessary items including diapers, change of clothes, bottles/sippy cups, and any comfort items.

Pick-up: Children will only be released to individuals listed on the registration form as authorized for pick-up. Valid photo identification is required. Any changes to authorized pick-up persons must be communicated in writing before pick-up time.

Late pick-up: A fee of $[1-2] per minute will be charged for pick-ups after the scheduled time. After [15] minutes with no contact from the parent, we will attempt to reach emergency contacts. If no authorized person arrives within [1 hour] past scheduled pick-up, we are required by law to contact local authorities.

Early pick-up: Parents may pick up their child at any time. Charges are based on actual time of care from drop-off to pick-up."

"To protect all children and staff, we cannot accept children who exhibit any of the following symptoms:

• Fever of 100.4°F or higher
• Vomiting or diarrhea within the past 24 hours
• Undiagnosed rash
• Active head lice or nits
• Pink eye (conjunctivitis) or other contagious conditions
• Persistent cough or nasal discharge that cannot be managed

If a child becomes ill during their visit, we will contact the parent/guardian immediately. The child will be isolated in a comfortable area and must be picked up within [1 hour] of notification.

Children may return after being symptom-free for 24 hours without medication, or with a doctor's note clearing them for group care."

"By booking drop-in care, I authorize [Business Name] to:

• Provide care for my child during the booked hours
• Seek emergency medical treatment if I cannot be reached
• Apply sunscreen and insect repellent for outdoor activities
• Photograph my child for use in daily reports to parents [optional: and marketing materials with separate consent]

I understand that [Business Name] maintains liability insurance and follows all [State] childcare licensing requirements. I acknowledge that while every precaution is taken, minor scrapes and bumps may occur during normal play activities.

I agree to the policies outlined in this document and understand that failure to comply may result in termination of drop-in care privileges."