Terms and conditions

These terms apply to every workshop booked with School Science Days, a trading name of [COMPANY REGISTERED NAME], company number [COMPANY NUMBER], registered office [REGISTERED OFFICE ADDRESS] (“we”, “us”). They form the agreement between us and the school or organisation making the booking (“the school”, “you”).

By confirming a booking you accept these terms on behalf of the school. If your school needs us to work under its own supplier terms or a purchase agreement, tell us before you confirm so we can agree in writing which terms apply.

• Every booking starts with a written quotation covering the workshop, the date, the number of sessions and the total price including travel.
• A quotation is valid for [QUOTE VALIDITY PERIOD] from the date we send it, and is subject to the date still being available.
• A booking is confirmed only when you accept the quotation in writing, by email or by purchase order, and we acknowledge it. A date we are holding for you is not a confirmed booking.
• On confirmation we send a booking confirmation setting out the agreed date, timings, workshop and price.
• [DEPOSIT - confirm whether a deposit is payable, how much, and when it is due. If no deposit is taken, say so here.]

• A facilitator for the agreed hours, who arrives in time to set up before the first session.
• All specialist equipment and consumables needed to run the workshop, brought to the school and removed at the end of the visit.
• A written risk assessment for the activity and a copy of our public liability insurance certificate, sent by email in advance.
• Delivery of the sessions substantially as described on the workshop page, allowing for reasonable adjustments on the day to suit the space, the group and the timetable.

Session content is designed for primary-age pupils and is adapted by the facilitator to the group in front of them. We may substitute equipment of an equivalent standard where necessary.

• A hall, studio or other clear indoor space of an appropriate size, available for set-up before the first session and until pack-down is complete.
• Parking close to an accessible entrance for unloading and loading equipment.
• A member of school staff present throughout every session. Our facilitators support learning; they do not take sole charge of a class and are not responsible for pupil discipline, first aid or safeguarding decisions.
• Access to mains electricity and, where relevant, a suitable place to store equipment safely between sessions.
• Advance notice of anything that affects delivery, such as pupils with additional needs who may need an adjustment, restricted site access, or a change to the timetable.

If the space or facilities provided differ materially from what was agreed and the workshop cannot be delivered safely or as described, we will do what we reasonably can on the day, but the full fee remains payable.

• Prices are quoted in pounds sterling. [VAT - state whether prices include or exclude VAT, and give the VAT registration number if the business is registered.]
• We invoice schools directly and can quote against a purchase order number. Please give us the PO number and the finance contact before the visit so the invoice is not delayed.
• Invoices are issued [WHEN INVOICES ARE ISSUED - for example on the day of the visit, or within five working days afterwards].
• Payment terms are [PAYMENT TERMS - for example 30 days from the date of invoice].
• [LATE PAYMENT - confirm what applies to overdue invoices, for example interest under the Late Payment of Commercial Debts (Interest) Act 1998.]
• Any additional costs agreed during the booking, such as a second facilitator, are shown on the quotation before you confirm. Nothing is added after the visit that was not agreed in writing beforehand.

Schools move dates for good reasons and we would always rather reschedule than lose a booking.

• To cancel or move a confirmed date, tell us in writing as early as you can.
• Cancellation by the school: [CANCELLATION NOTICE PERIODS AND CHARGES - set out the notice required and any percentage or fixed charge that applies at each stage].
• Rescheduling by the school: [RESCHEDULING TERMS - state how much notice is needed to move a date without charge, and how many times a date may be moved].
• If we have to cancel or postpone because of facilitator illness, vehicle failure, equipment failure or anything else outside our control, we will offer the earliest alternative date that suits you, or a full refund of anything already paid.
• Neither party is liable for failure to perform caused by events beyond reasonable control, including severe weather, school closure ordered by a public authority, or transport disruption. In those circumstances we will agree an alternative date wherever possible.

• All facilitators working in schools hold a current Disclosure and Barring Service check [DBS LEVEL - confirm the level held, for example enhanced with a children’s barred list check, and whether certificates are on the DBS Update Service].
• We provide facilitator DBS details to the school before the visit so they can be recorded on the single central record.
• Our facilitators work in sight of school staff at all times and are not left alone with pupils.
• We follow the school’s safeguarding and visitor procedures on site, including signing in, wearing identification and reporting any concern to the designated safeguarding lead.
• [SAFEGUARDING POLICY - confirm whether the business has its own written safeguarding policy to send alongside the risk assessment.]

• We hold public liability insurance of [PUBLIC LIABILITY COVER AMOUNT] and will send a copy of the certificate on booking. [EMPLOYERS LIABILITY - confirm cover and amount if the business has employees.]
• A written risk assessment for the activity is provided in advance. The school remains responsible for its own premises, its own risk assessments and the general supervision of pupils.
• Our equipment must be used only under the facilitator’s direction. Headsets are cleaned between sessions in line with our hygiene routine.
• The school must tell us in advance of any pupil for whom participation may need to be adapted, so a sensible adjustment can be planned.
• The school is responsible for loss of, or damage to, our equipment caused by the deliberate or negligent act of anyone at the school, other than our own staff.

Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited.

Subject to that, our total liability to the school arising out of a booking, whether in contract, tort (including negligence) or otherwise, is limited to [LIABILITY CAP - for example the total fees paid for that booking]. We are not liable for indirect or consequential loss, or for loss of profit, revenue or reputation.

These terms do not affect the statutory rights of a consumer. They are written for bookings made by schools and other organisations acting in the course of business.

[PHOTOGRAPHY AND MEDIA - confirm whether facilitators ever photograph or film sessions, whether written school permission is sought first, and whether images are used in marketing. If no photography takes place, say so plainly.]

We will not name your school in marketing material or quote feedback attributed to your school without written permission.

We handle the personal data schools give us in line with our privacy policy. We do not collect or process personal data about individual pupils as part of a booking.

• We may update these terms from time to time. The version that applies to your booking is the one published when your booking was confirmed.
• If any part of these terms is found to be unenforceable, the rest continues to apply.
• No one other than the school and us has any right to enforce these terms.
• These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute. [CONFIRM GOVERNING LAW AND JURISDICTION.]