Vacation Care


Vacation Care services provide care to primary school aged children during the NSW gazetted school holiday periods.

Our Vacation Care services are licensed by the Department of Education under the Education and Care Services National Regulation, comply with the National Standards for Outside School Hours Care, and participate in the National Quality Standard Assessment & Rating Process.

Spring 2023 program and enrolment

The Spring 2023 Vacation Care program caters for primary school aged children (5-12 years). We provide a wide range of activities, arts, crafts, sports, games, cooking activities, incursions and excursions each day. 

Bookings are open and spots are filling up fast. If your preferred days are full, register on our waitlist.

Spring 2023 Program(PDF, 1MB)

From July 2023, the Vacation Care program will operate from Chatswood Pavilion, at Chatswood Oval Tuesdays, Wednesdays and Thursdays. There will be a combination of excursions and in centre activities and operating hours will remain the same.

Due to COVID and subsequent changes in working patterns, demand for programs such as Vacation Care has declined. The early childhood sector has also suffered from staff shortages, and our After School Care and Long Day Care services have all been impacted by the shortages.

We wish to ensure a continuity of services, whilst being in a position to adequately staff our services; therefore, have taken the decision for 2023/24 that we will operate one Vacation Care program, with reduced days.

Please note: Willoughby City Council Children’s Services Annual Staff Development Day is held each year on the first Monday after the NSW gazetted July school holidays. All Council operated child care centres will be CLOSED on this day.

Conditions and important information

Casual bookings

  • Casual bookings will not be accepted without an updated enrolment form. Please visit the enrolment page in My Family Lounge.
  • Please enter your direct debit details directly through the online portal in My Family Lounge
  • Casual bookings can only be made with 48 hours notice. For any late bookings you will need to speak directly with the Nominated Supervisor of your desired service.

Vacation Care

  • All existing and new families are required to update their direct debit details online. Please visit the enrolment page in My Family Lounge.
  • Council reserves the right to cancel care should numbers fall below 15 enrolments per day
  • Council will endeavour to provide a minimum of five business days notice to families
  • Council will endeavour to offer/provide alternative vacation care options where possible 

Cancellations, refunds and credit notes

Cancellation of care will not be accepted once your booking has been processed. Where possible, ‘swapping’ of days can be accommodated, please notify the Nominated Supervisor if this is required. Refunds may be given under extreme/ extenuating circumstances on application to the Nominated Supervisor.

Late arrival

Please call the centre if your child will arrive later than 9am as it might affect departure time for excursions.


In accordance with the regulations from the Department of Health, sick children with a contagious illness must not attend the centre. Please notify the Centre staff if your child will not be attending.


Staff will only administer medication to a child if it has been prescribed by a doctor. Over the counter medications such as Panadol and cough medicine will only be administered if accompanied by a doctor’s letter of authorisation stating the child’s name, the dosage required and the time to be administered. Parents must complete a medication form at the Centre.

Centre hours

Centres are open from 8am to 6pm. Children will not be accepted into the Centre before 8am and must be collected by 6pm. 

Late fee

Children must be picked up by 6pm. A late fee of $20 for the first 10 minutes or part thereof and $2 for every minute thereafter will apply immediately after 6pm. Please phone the Centre if you think you will be late collecting your child.

Sign in and sign out

Parents are required by the Commonwealth Government to sign their children in and out of the centre each day. This will be done via our digital Kiosk on the centres iPad. 


All children must have sunscreen and a hat. Please provide suitable clothing, wet weather gear and ensure enclosed shoes are worn each day. All items brought to the centre are to be clearly labelled.

Morning tea and lunch

Please provide your own substantial and nutritious morning tea and lunch to last your child/ren all day. We do not recommend soft drinks and junk food. Children can keep their food fresh and cool in the fridge at the centre. Please note that we are a nut free service.

Compulsory excursions

All children are required to attend ‘compulsory’ excursions.


Staff to child ratios set out in the National ECEC Regulations will apply to all excursions/outings and will be dependent on the activity. A separate signed permission form is required for all excursions/outings.

Outings (non-compulsory excursions)

For outings, bookings are accepted on the morning of the outing at the centre on a 'first come first served' basis. Additional fee charges for outings will be administered against your vacation care account on the day. Attendance on outings is dependent on the specified limit on the vacation care program and at the Nominated Supervisor’s discretion.

Swimming excursions/outings

For swimming excursions/outings children must be enrolled in year 3-6 (children must have attended their first day of year 3) and be able to swim unaided for at least 25 meters.