Our Terms & Conditions (updated September 2024)

This agreement sets out the terms and conditions that will govern the relationship between us, (Tolethorpe Youth Theatre – or TYD - as part of Stamford Shakespeare Company (SSC)) and you (the Parent/Guardian).  These conditions are important to maintain standards and to ensure that all our members gain the maximum benefit from attending.

FEES AND PAYMENT TERMS
·         Fees are charged by the term and will fluctuate depending on the length of the term.  For our Autumn and Spring Terms for our Windsor & King groups only there is an option to pay for half a term’s fees.   For our Theatre Makers’ workshops only (not the production), participants have a choice of how many workshops they can participate in. All fees must be paid in advance of the start of the term (or half term, if applicable).  Any fees not settled by the requested date will result in a student being unable to attend workshops and late payments may be subject to an administration charge in addition to the term fees.  

·         Please note, we require a four-week notice period should a student not wish, or is unable, to continue attending classes. This notice should be given in writing four weeks in advance of the next fees being due.  Failure to do this will result in an invoice being issued for outstanding fees owed.

·         Taster sessions are not always available due to our class sizes and the high demand for places.  If a taster session is agreed, it is limited to one week only and a price for this will be given.  The fee will need to be paid in advance of your child/ren attending the taster session.

·         For our holiday workshops full payment needs to be made at the time of booking. If you are struggling to make full payment in advance, please let us know and we will try and ensure your child can still attend. We require a minimum of 7 days’ notice if a child cannot attend the workshop. This allows us chance to open up your place and potentially re-sell. If this is possible, we will offer you a refund, but this is not always guaranteed.

· For our Theatre Makers group the performance participation fee will be payable once successful following your audition. It may be paid in instalments as agreed at the time of casting.

· TYD reserves the right to not issue a refund on any fees once a member and/or their parent/guardian has committed to the classes/workshops/event. Any refunds made are always subject to a 10% transaction fee to cover our third-party costs.

ATTENDANCE & CLASS TIMES
·         We ask all parents/guardians to notify us if your child/ren are unable to attend their class due to another commitment or through sickness, as far in advance as possible.  This is to ensure we can adjust class plans and activities accordingly. 

·         If there is an absence due to sickness, self-isolation, exams, holidays, sporting events, a special occasion or any other decision by the parent or student not to attend, TYD is unable to offer any refund of fees paid, or make up the missed session.

·         We reserve the right to revert to online sessions for any enforced closure outside of our control.  This includes, but is not limited to, national and localised closure due to adverse weather, a pandemic, venue availability and government-enforced lockdown.  In the event of sessions having to continue online, TYD will review the length of workshops and adjust prices accordingly.  Refunds will not necessarily be available, but fees paid will be offset against online classes and any remaining funds will be credited to future classes, term fees or events.

·         Workshops and rehearsals are carefully planned and include all TYD members, unless otherwise notified. Therefore everyone is asked to attend ALL rehearsals/workshops and be punctual arriving. Particularly during rehearsal periods, members will not be permitted to arrive late or leave early without prior notice of at least 14 days. If a member has to leave early and the notice period has not been given then this may result in that member having to miss performing in scenes/sections of the production.

·         We understand illness cannot be planned for and do our best to work around this. However, we do ask you give us as much notice as possible particularly if the child has been missing from school during the week as, again, all rehearsals/workshops are planned.

·         During the rehearsal period for productions, if a member is absent without any notice ahead of the rehearsal’s start-time, this absence will be considered as unauthorised. If there are TWO or more unauthorised absences from TYD, the member will need to may be excluded from rehearsals for the remainder of the term and fees will be non-refundable.

·         During the entire rehearsal period for productions, a higher level of attendance is expected from all members. Any week/s that a member needs to be absent must be sent to TYD in writing and agreed on. If more than THREE rehearsals (including full-day rehearsals) from the rehearsal period need to be missed then the members’ participation in the production may well be compromised.

·         If a child misses more than THREE rehearsals (including full-day rehearsals) due to illness, then we reserve the right to remove that child from certain scenes/sections of the production.

·         If a child is unable to attend TYD for more than one month due to an injury or illness or, in the unfortunate event that it is medically no longer possible for the child to attend TYD, we will discuss individually with you the refund of fees and the four-week notice period might not be applicable in certain cases.

·         TYD reserves the right to change the day, time and location of a group or groups’ sessions. We always aim to give as much notice as possible should this need to happen. If less than four weeks’ notice is given and, should a child not be able to attend due to the change, then the four-week minimum notice period may be waived.

ARRIVAL, DEPARTURE & SAFETY ON SITE
·        Parents/guardians are asked to observe the 5 mph speed limit once you have entered SSC’s grounds.  You can make use of the lower car park and the disabled bays on a Saturday only, but are advised cars are parked at your own risk. Please follow the speed limit on our property at ALL times. Anyone seen to be speeding or driving erratically will be given a warning by the Site Manager and this may ultimately jeopardise your child/ren’s place at TYD.

·         You are asked to be mindful children may be exiting their vehicles in the car park and ensure you are vigilant at all times when entering the grounds.

·         Parents/guardians with children 10 years and under are able to enter the gardens and wait near the building to drop off and collect their child.  TYD is responsible for ensuring the child/ren have been handed over to their parents/guardians at the end of the session.  The parent/guardian, however, is responsible for ensuring the child leaves the grounds safely and please do be mindful of other cars arriving for pick-up, later TYD workshops and potentially other SSC activities.

·         Parents/guardians with children 11 years and over should drop their child/ren off at the car park and allow them to enter the garden independently.  Once sessions have finished your child will be allowed to return to the lower car park to meet you.

·         If you are running late for pick-up please do ensure you let your child’s tutor or (if they are older) your child know you have been delayed.  We will then not allow your child to leave the building or garden until you have told us you have arrived on site. 

·         After the end of sessions, under NO circumstances whatsoever must any child walk beyond the top of the steps from the lower car park to the garden if you have not arrived on site and have not been able to inform a member of staff and/or your child you are running late.  If they walk beyond these steps, they are out of sight of TYD staff, and their safety is greatly compromised.  Please DO NOT ask your child to walk up to the top car park or near the main gate area to meet you and certainly NEVER ask them to meet you out of the perimeter of the grounds.  TYD and SSC cannot be held responsible for any breach of this rule.

·         We provide on site security for the safety and welfare of all our staff and members under the age of 16.  Please note, it is fully within our rights to not allow access to the buildings and gardens to parents/guardians and their guests while classes are taking place.  Entering the grounds too early may result in you being asked to wait in the car park until nearer the classes finishing. This is to ensure we are more fully aware of strangers or non-TYD visitors in the grounds to keep everyone as safe as possible. Please do respect and abide by any instructions given to you by our security team. Any unreasonable behaviour will not be tolerated.

·         Parents/guardians who may have children of different ages in different classes or in our shorter classes, are very welcome to wait in the car park to avoid having to travel too much. Sadly, due to the wildlife in the grounds and farm animals in the surrounding fields, SSC and TYD have made the decision not to allow dogs in the grounds - with the exception of assistance animals. We know this will be disappointing to some, but ask you to respect this ruling.

·         The theatre is STRICTLY out of bounds at all times during TYD classes to all parents/guardians and visitors – even those who are members of SSC – without prior permission.

PHOTOGRAPHY & IMAGERY PERMISSIONS
The use of photographs in newspapers is already subject to strict guidelines and comes under the Press Complaints Commission’s Code of Practice. We do not allow unsupervised access to children or one-to-one photograph sessions. However, in some instances a child’s name may be passed to a journalist.

Parental permission is required in order for your child’s photograph to be used within Tolethorpe Youth Drama’s and or Stamford Shakespeare Company’s photographic library, printed publications/publicity, marketing, websites and official social media sites and press releases.
·         We reserve the right to use any individual or group photographs or film shots of your child for press or promotional purposes after gaining your permission. 

·        Film and Television is sometimes offered as an activity in our workshops. Members and participants often make short films in teams, fulfilling roles as part of the film crew or acting in front of the camera.  In addition, specialist workshops with guest artistes and tutors, and TYD performances are often photographed and filmed.  These photos and films are often shared on Social Media platforms and/or our website.

·        By joining TYD, you are agreeing to your child appearing in these films and photographs for archive, promotion and publicity purposes, even after they leave TYD.  Any objection to your child/ren appearing in films and photographs should be put in writing to us at tyd@tolethorpe.co.uk or made clear on application forms when registering your child/ren for classes.

·         We reserve the right to use photography and footage in perpetuity, worldwide for print and online use. This material may be edited, copied. modified and exhibited without prior permission or approval from parents/guardians/members. Any objection to the use of an image, or any request to withdraw an image should be put in writing to tyd@tolethorpe.co.uk with a full explanation of your objection or concerns.

SAFETY, WELFARE & BEHAVIOUR
·         TYD and SSC are committed to Safeguarding and promoting the welfare of children and young people.  A copy of our Policy Statement on this can be found and read here.

·         We ask for a further contact in addition to parents/guardians in case of emergency. If you choose not to provide an additional person to contact, TYD will be more limited in notifying you in case of an emergency and cannot be held responsible for this limitation.

·         A tutor may, at any time, ask your child to leave a class if he/she is jeopardising the safety or enjoyment of others.

·         You and your child must treat all TYD members, children, staff and tutors with respect and consideration. TYD does not tolerate rude, offensive or aggressive remarks and behaviour in any way. Behaviour considered to be rude, offensive or aggressive by members will lead to immediate exclusion of that member without warning. Any parents treating staff or tutors in a rude offensive or aggressive manner will be asked to leave the premises and their children will be asked to leave TYD with immediate effect.

·         We ask parents of older members to remind their child/ren that there are younger children at TYD and, as such, they should not use inappropriate language or behaviour at any time during TYD. Our older members should be a good example to younger members.

·         You must make yourself and your child aware of the health and safety rules of the venue and comply with the recommendations at all times.

·         Smoking and the bringing or consumption of alcohol and/or the use or being under the influence of illegal substances is not permitted by TYD members while in attendance on Saturdays in ANY area within Tolethorpe Hall grounds. TYD Theatre Makers members are not permitted to consume alcohol or be under the influence of illegal substances in the grounds, house or theatre while attending rehearsals or Theatre Makers performances. If Theatre Makers members want to smoke they can only do so in the Orchard Car Park, out of the site of audience members and other members. They must never smoke in costume and/or in backstage areas. We respectfully ask parents, guardians and Theatre Makers members not to smoke (including e-cigarettes) while in the gardens and/or in the presence of children.

·         Bullying, harassment, abuse or other inappropriate behaviour by you, your child or any guests in weekly workshops or during our performances is strictly forbidden and will result in expulsion and such other legal remedies as may be available.

·         Intentional or malicious damage by a student inflicted on TYD or SSC property, or in any other building hired or in use by TYD, will lead to disciplinary action and the parent/guardian will be liable to charges to make good the damage. Any repeat offence will lead to the TYD member being excluded permanently from classes.

·         To the extent permitted by law, our liability to you, save in respect of death or personal injury caused by our negligence, shall be limited to the total amount you have paid for your child/ren’s attendance fees.

CONSIDERATIONS
·         You may terminate this agreement at any time without liability if the tuition the child is offered falls below, on more than one occasion, the standards reasonably expected to be provided.

·         We may terminate a membership and discontinue the child's entitlement to attend the TYD in the event of serious or repeated breach of these Terms & Conditions.

·         This agreement may be terminated if either party is in serious breach of its obligations to the other.

·         We reserve the right to make changes to these our Terms & Conditions at any time.