Terms of Trade and Conditions

These are the terms and conditions on which we will supply our services to you.  Please read the carefully before booking our services.  These terms and conditions will tell you what to do if there are any problems and the expectations of both parties.

Our Contract with you

Events and Workshops

Upon expressing an interest to book an event you will be sent a booking confirmation direct to your email.  This will detail the booking adult’s name, name of children, date, time and venue of the event.

Alongside this information there will also be terms of the event and a request for any further information for children with additional needs, allergies or dietary requirements.  It is your responsibility to inform us of this information and we will work with you in which way we can to accommodate these requirements.

Payment details will also be available on the booking confirmation.  Payment is preferred by bank transfer and bank details are provided.  If there is any issue with bank transfer, please just let us know and we can make alternative arrangements.

It is the responsibility of the customer to check the details on the booking confirmation are correct.  It is your responsibility to make us aware of any mistakes or discrepancies.  We will work with you to amend and resend for confirmation.

Once you are happy with the details and accept the confirmation the contract will be made between us.  The contract will be set to the details of the booking confirmation.  If for any reason, we are not able to accept your booking we will explain why in writing within 5 working days.

If you have already paid for an event and can longer attend, we will refund your payment if it is made up to 3 days before the event.  After that time, it is up to our discretion whether a refund will be made.

Birthday Parties

Upon expressing an interest, we will help to help to design a party around your child’s interests.  We will offer ideas, crafts and activities before the contract is made.  This is a free consultation process that we offer.

Once details have been finalised, we will send over a booking confirmation with the time, date, venue, activities and finer details of the party for you to confirm.  It is your responsibility to check the information and inform us of any discrepancies or changes to be made.  If there are any changes, we will make them and resend for confirmation.

The contract is made between us once you have agreed to the terms and conditions by making a deposit payment for the party.  The contract is set to the details of the booking confirmation.

We ask for a 20% deposit upon booking and the remainder of the balance to be paid on the day, either in cash or by balance transfer.  Please inform us as soon as possible if you are unable to pay so we can help to set up an alternative arrangement.

If the party is cancelled for any reason, we will keep the deposit to cover any costs incurred while preparing for the party.

If the party is cancelled by ourselves, we will refund any deposit made.  We will try everything in our control for the party to go ahead and will work with you to make alternative arrangements before cancelling a party.

School Bookings

 Upon expressing an interest with a school booking we will negotiate prices, dates and times to hold your school session.  Once the agreement has been made we will send out a school booking confirmation to you look over and amend if necessary.  If no amendments are to be made and you have agreed to the terms the contract between us has been made.  It is the responsibility of the school to check the details of the booking confirmation.

Payment for school bookings is generally made up front but these terms will be discussed and finalised before the confirmation is set out.  We will endeavour to accommodate your school policy where ever possible.

If the school needs to cancel the session, a full refund will be made up to 2 weeks prior to the session.  If the cancellation is made within the 2 weeks prior to the session then we will keep 20% of the costs for any planning time and preparation costs that we will have incurred.

If we need to cancel the session, then a full refund will be made to the school.  We will endeavour to do everything in our power to ensure that cancellations do not happen but if they do we will work with the school to rebook the session where ever possible.

Issues with our Service

Please let us know immediately if you have any problems or complaints with the service we provide.  We want to know about anyone who is unhappy and we will try our very utmost to ensure the situation is rectified to sustain our high level of customer satisfaction.

If you would like to complain or let us know of any problems, please call 07975501069 or email danielle@willibyrocs.co.uk.  We will reply to your concerns within 3 days of the notification.

Our Responsibility for loss or damage suffered by you

We are responsible to you for foreseeable loss and damages caused by us and the service we provide.  If we fail to comply with these terms, we are responsible for the loss or damage suffered by you by breaking this contract or failing to use reasonable care and skill.  We are not responsible for any loss or damage that is not foreseeable.

How we use your personal information

We will only ask you to provide us with basic details in order for us to provide our service to you.  We will ask for a booking name, children’s names and ages, email address and telephone number to book your space on events, workshops and parties.  This information helps us to provide a personalised service and to ensure effective communication with you.

Your personal information is stored on a secure database and is used to send up to information on up and coming events and monthly newsletters.  You have the option to opt in or out of this service.

We will not pass on your details to anyone other organisation without your prior consent.

Risk and Assessments

 All of our sessions are risk assessed for any possible dangers to you and your family.  These are available to you upon request and will set out risks, rating of the risk (low, medium or high), the control measures we put in place, the new rating of risk once control measures have been put in place and who is responsible for completing the control measures.

Some of our events and workshops will carry an element of risk as children are encouraged to thrive independently and learn new skills.  We will sometimes use tools with children in sessions.  This tool use will be on a 1:1 ratio where our team will work directly with each child individually.  For these sessions a risk/benefit assessment will be made to show the benefits to the child and why we have decided to include that activity.

As our events and workshops are aimed at families, you are responsible for the safety of your child.  It is your judgement whether your child is capable and whether you would like them to take part in the activity.

We are covered for up to £5,000,000 public liability insurance which includes indoor and outdoor education.  Our Public Liability Insurance Policy can be made available to you upon request.

Use of photographs

 During our sessions we may take photos to document activities and learning.  We will ask for permission prior to any photographs being taken and will also ask you to sign a photograph permission form.  Once you sign the form then we have automatic rights to use the photographs for any promotional material including social media and our website.  We will not use any photographs that we do not have permission for.