Terms & Conditions
By enrolling yourself or your child at Lewes Drama Collective, you accept these terms and conditions (“Terms & Conditions”) and sign your agreement to them as an ongoing agreement between you and Lewes Drama Collective (“Agreement”).
The Agreement is made between the parent/guardian (“Parent”, “you” or “your”) of each enrolled member (“Member”) by a Parent and Lewes Drama Collective (“LDC”, “we”, “our”, “us”) and is valid at all times whilst the Member is enrolled on any LDC activity and until such time as written notice is given in accordance with these Terms & Conditions.
Lewes Drama Collective is a Theatre Company that puts an emphasis on its’ members learning about all the aspects of the performing arts in a a safe and nurturing place, where they can feel part of something special. This also applies to parents and guardians.
We appreciate that Terms and Conditions may appear bureaucratic and cold, however we believe that what LDC offers is different from other drama groups as all members are responsible for LDC’s reputation and success, which we feel is extremely important for the youth of today.
This agreement aims to ensure that all benefit from each member’s commitment whilst helping to create the safe and rewarding environment that the group has worked so hard to create over the years. As many of our members are minors, we ask that you as the parents/guardians help us to achieve this level of commitment to enable the success of LDC. We understand that this is a two way relationship, so we have included below what you are to expect from LDC.
- These Terms & Conditions apply to all our LDC classes, workshops, holiday activities and any additional products and/or services offered by LDC and/or its group of companies in the future for any Member (collectively “LDC Activities”)
- For participation as a Member in a LDC Activity all Parents / Mature Students are required to consent to these Terms & Conditions by signature or by ticking the acceptance box for these Terms & Conditions when submitting an electronic application form online. We may update these Terms & Conditions from time to time.
- If you are an existing Parent / Mature Student of LDC please read these amended Terms & Conditions carefully. Unless you contact us within fourteen (14) calendar days of receipt of these new Terms & Conditions, they shall supersede and extinguish all previous agreements between us and shall govern the contractual relationship between us going forwards. Your continued enrolment of a Member in LDC Activities shall be deemed as acceptance of these Terms & Conditions and willingness to be bound by the same
- Any changes to these Terms & Conditions require the written consent or approval of LDC.
- A “Class” refers to a course of classes offering tuition in drama and theatre production skills which will be delivered during the Term dates set by East Sussex County Council (including online activities). Classes will take place once per week for a certain number of hours, as detailed at the time of booking.
- “Holiday Activity” refers to workshops (including online activities) run by LDC during the breaks in-between Terms.
- “Term” refers to one normal academic term of LDC during which Classes are run.
- “Term Dates” refers to the dates for the relevant Term.
- “Online activity” refers to online streamed classes utilising the Zoom platform, delivered by a LDC tutor. See section point 8.7
ENROLLING A NEW STUDENT IN A LEWES DRAMA COLLECTIVE ACTIVITY
2.1 To apply for a place for a new Student with LDC, the Parent / Mature Student must agree to these Terms & Conditions and submit an application form online or by post.
2.2 Each Student’s place is allocated on a ‘first come, first served’ basis. Applications must be accompanied by the appropriate payment/transfer, as set out for each LDC Activity below. “Deposit” to be paid upon application. Deductible from total term fee. Payments accepted by bank transfer or cash (in envelopes only).
The Deposit to accompany a new Student’s application form for term enrolment:
Junior Club £25 (as at 1 September 2020)
Youth Groups £50 (as at 1 September 2020)
Radio & Voiceover Workshops £20 (as at 1 September 2020)
Holiday Workshops £15 (as at 1 September 2020)
2.3 If LDC is unable to accept the Student due to capacity reasons, the Student may, at the Parent’s discretion, be placed on a reserve list. Before a Student is placed on a reserve list, LDC shall inform the Parent whether (i) the Deposit will be retained by LDC whilst the Student is on the reserve list, or (ii) the Deposit will be refunded to the Parent and that the Parent may be required to repay the Deposit at a later date if a place is confirmed. If the Parent does not wish for the Student to be placed on a reserve list the Deposit shall be refunded. In any event Deposits shall always be refunded within fourteen (28) days of informing the Parent that the Deposit is refundable for capacity reasons.
2.4 From the date the Deposit is paid, you have a fourteen (14) calendar day cancellation period (“Cancellation Period”) to change your mind and cancel the Student’s place on the LDC Activity, subject to clauses 2.6 and 2.7 below.
2.5 After the Cancellation Period expires, the Deposit is non-refundable and will be retained by LDC.
2.6 If the start date of a LDC Activity falls within the Cancellation Period and the LDC Activity has finished before the Parent notifies LDC of their desire to cancel, then the Deposit is not cancellable or refundable.
2.7 If the start date of the LDC Activity falls within the Cancellation Period and some of the sessions of the LDC Activity have been delivered before the Parent, within the Cancellation Period, notifies LDC of their desire to cancel, then the Deposit may be partly refunded in proportion to the number of sessions delivered.
2.8 Times, current Term Dates, fees and all relevant class details for booked LDC Activities will be confirmed in the Acceptance Letter or “Fee Note” for each LDC Activity, along with a receipt for payment of the Deposit.
2.9 All such terms and conditions detailed in the Fee Note or the Acceptance shall be incorporated into the Agreement and shall be deemed to have been accepted by the Parent upon payment by, or on behalf of, the Parent.
2.9.1 For any of our groups, workshops or online classes LDC requires at least four (4) weeks notice before the end of term for any cancellation of membership. If a student starts the term and leaves, no refund can be offered, or if no payment has been made before the term begins and no notice has been given then a £25 cancellation fee will apply.
3.1 For a Student enrolled on a Workshop, the full fees are paid as the Deposit in advance, as detailed in clause 2.2 above.
3.2 For a Student enrolled on either a Class or Holiday Workshop, following payment of the Deposit to LDC, Parents are required to make a subsequent payment of the outstanding balance due to LDC (the “Balance”).
3.3 The Balance must be paid in full, subject to any alternative agreements made with LDC, by the first day of the Term or Holiday Workshop. Late payments may incur charges.
4.1 LDC may, at its discretion, offer the second child of the same family attending a class at the same time, a sibling discount of up to fifty percent (50%) on term fees. This discretionary sibling discount will only apply if LDC is notified of the sibling relationship at the time the Deposit is paid. Only one discount may apply against the Course fee for an individual child at any one time.
4.2 Once enrolled on a Course, Term Dates for the next Term will be made known to Parents in writing at the end of the current Term.
4.3 If a Course session falls on a bank holiday then a replacement class will also be added into the current Term timetable or the subsequent Term.
4.4 Unless LDC is otherwise notified in writing before the fifth (5th) week of the class, a Student is automatically re-enrolled onto the class for the following Term.
4.5 If LDC is not notified before the fifth (5th) week of the class that a Student is not to be re-enrolled onto the following Term of the class, then the Parent / Mature Student will be liable for half of the full Term fees in respect of the next Term, regardless of attendance of the Student.
4.6 Payment is due for the next Term of class fees before the start date of the Term, subject to any alternative payment agreements you may have with LDC.
5. COURSE TRIAL PERIODS
5.1 Where a new Student is attending a class for the first time, subject to availability, LDC allows a one (1) trial session so that the Student may try the class. The Trial session only applies to classes for new Students.
5.2 Membership of a LDC class may be cancelled within five (5) calendar days after the end of the Trial session and if any additional fees were paid then LDC will refund the Balance within fourteen (28) calendar days of cancellation.
5.3 Once LDC has been notified of cancellation, the Student may no longer attend the class.
5.4 If no cancellation is made in accordance with clause 5.2, the Agreement for the class will continue for the duration of the Term and, unless written notice is provided to LDC by the Parent / Mature Student before the end of the fifth (5th) week of the Term, the Agreement will automatically renew for the following Term’s class in accordance with clause 4.4. For the avoidance of doubt, if the right is not exercised to cancel in accordance with clause 5.2 and the Student later wishes to stop attending the class during the Term, then LDC is unable to refund the Balance for the Term and notice for cancellation will take effect from the start of the next Term.
6.1 Parents should contact LDC to confirm if it is organising Workshops and/or Holiday Workshops.
6.2 Dates and times of Holiday Workshops are released in advance on the LDC website and social media channels.
6.3 For the avoidance of doubt, the Trial session and sibling discounts detailed in sections 3 and 4 above do not apply to Holiday Workshops.
6.4 If a Student’s place is cancelled on a Holiday Workshop outside of the Cancellation Period and within three (3) calendar days of the commencement of the Holiday Workshop, the Deposit will be retained by LDC and you will be required to pay fifty percent (50%) of the balance of the fees for the Holiday Workshop.
6.5 If a Student’s place on a Holiday Workshop outside of the Cancellation Period and within five (5) calendar days before the commencement of the Holiday Workshop, the Deposit will be retained by LDC and the full balance of the fee will be required to be paid.
6.6 Please note that clauses 6.4 and 6.5 above are subject to statutory cancellation rights as set out in clause 2 of these Terms and Conditions.
USE OF PERSONAL INFORMATION
7.2 LDC owns all the rights, title and interest in and to its websites, including software, text and media and its trade marks, logos and brand elements. Nothing within these Terms & Conditions affects or licences the ownership of these rights. Any intellectual property created during any class, workshop or Holiday Workshop is owned by LDC.
7.3 Unless explicitly instructed not to, LDC will use any individual or group photographs, video or film shots of members for press or promotional purposes. If you wish to omit a member from this material, please email firstname.lastname@example.org. A copy of the full LDC child protection policy, which has been approved by East Sussex County Council is available upon request.
8. HEALTH AND SAFETY
8.1 Students participate at their own risk and are obliged to inform LDC and its team of any existing injuries or medical condition. All application forms must have any known medical conditions stated and any changes to such information must be notified to LDC immediately in writing.
8.2 If there is any uncertainty of whether a Student should participate in any activity please consult the Student’s GP before enrolling the Student on a LDC Activity.
8.3 Any medication left at a venue used by LDC must be clearly labelled and the Student should, unless LDC has agreed in writing otherwise, be able to administer it themselves.
8.4 Students must wear suitable footwear and clothing at all times, including LDC uniform (where available) for all classes.
8.5 If a Student is unwell or has an accident requiring emergency treatment, the Parent will be contacted via the emergency contact details provided below or on the enrolment form. This number must always be contactable whilst the Student is attending the LDC Activity.
8.6 Parents are solely responsible for ensuring that the emergency contact details on LDC’s records are up to date.
8.7 All online activities are recorded and held for a period of four weeks for safeguarding and quality review purposes.
9.1 Students are obliged to take care of their own belongings. LDC can accept no liability for lost or damaged belongings.
9.2 Parents / Mature Students acknowledge that the maximum aggregate liability of LDC to a Student or Parent under these Terms & Conditions shall not exceed the LDC Activity fee to which a claim relates.
9.3 The liability of LDC and that of its staff is restricted to class time only and then only to gross negligence.
10.1 LDC may, at its own discretion, refuse a Student entry to a LDC Activity if it is felt that the Student’s behaviour is unacceptable
10.2 LDC reserves the right to make changes to the timetable, the teaching staff, the advertised programme or the programme delivery mechanism (for clarity this may mean that we switch to online zoom classes) in the event of illness or other circumstances beyond our control.
10.3 Where a session of a LDC Activity has to be cancelled by LDC, LC will give as much notice as possible. In the event of a last minute session cancellation, notifications will be sent via WhatsApp, email or SMS or through a designated LDC social media site. Parents must ensure that they provide LDC with up-to-date contact details. In the event of a LDC Activity being cancelled, LDC will provide substitute lessons where possible either at an alternative time, venue or online.
10.4 It is occasionally necessary to change the time and/or venue of a LDC Activity session. This will only be done if absolutely necessary and LDC will do its best to keep class times, programme delivery mechanisms and/or locations as similar as possible but unfortunately this cannot always be guaranteed.
10.5 In the event that a Student is unable to attend a LDC Activity session, due to sickness, holiday or a decision by the Parent or Student not to attend, LDC regrets that it is unable to refund any payment.
10.6 All Students must be collected on time after a session. LDC is unable to supervise Students after a session and consistent late collection may result in additional charges.
10.7 LDC Activity fees are reviewed in accordance with economic circumstances and may be changed each term.
10.8 These Terms & Conditions, together with any Fee Note or Acceptance Letter, constitute the entire agreement between the parties which supersedes and extinguishes all previous agreements, promises, assurances, warranties, representations and understandings between them, whether written or oral, relating to its subject matter.
10.9 In the event that one or more of the provisions of the Agreement are found to be unlawful or otherwise unenforceable, those provisions shall be deemed severed from the remainder of the Agreement.
10.10 The Agreement shall be governed by, and construed in accordance with, the laws of England and Wales and any dispute, proceedings or claim shall fall within the jurisdiction of the English courts.
11. EXPECTATIONS OF MEMBERS AND PARENTS / GUARDIANS
Each member contributes to the success of LDC, which is a Youth Theatre Company and not comparable to other types of the more casual youth groups available. The students are coached and directed by professionals and are expected to behave like students of the performing arts with the emphasis being on discipline, focus and reliability. For our younger members, this level of commitment can only be achieved with the assistance of their parents and guardians.
At the start of each academic year and/or term, a complete schedule with all dates for rehearsals, shows other classes / workshops for each group will be provided. This will also include deadlines for payment.
Each members’ commitment is paramount and the schedule will give sufficient notice to inform LDC of any dates that cannot be attended. We require at least a months’ notice for any planned absences (e.g. holiday away), unless of course a student is ill where we request to be informed as soon as possible via text, phone call, WhatsApp or email.
Unless otherwise stated, rehearsals and workshops will run at the given times and individual locations. In contrast, all technical, dress rehearsals and shows will take place at the All Saints Centre on Friars Walk in Lewes. Please note that as required by East Sussex County Council, these particular dates will require parents / guardians to sign members under the age of 16 in and out of the venue (more detail on this in section 14).
LDC operates a zero tolerance approach to written, verbal or physical abuse by members, parents or guardians.
LDC operates a “3 strikes” policy. Receiving three strikes will result in a meeting with parents and Tim Rowland to discuss the matter. Strikes are given after 3 consecutive warnings, which are given for…
- Lateness or non-attendance of a rehearsal without prior warning
- Not learning lines by the times specified on the rehearsal schedule (extenuating circumstances can be taken into account)
- Repetitive lateness to rehearsals without prior warning (3 late marks without adequate notice =1 warning)
- Abusive or inappropriate behaviour to the practitioners, members or venue staff
- Any other inappropriate behaviour
Any student who receives three warnings may have their part taken away and they may be asked to leave LDC for at least the duration of that production. We will however review the situation at the start of the following production and may consider allowing a member to return but cannot guarantee the continuation as a member of LDC. We cannot offer any refunds for the term but would consider enrolling the students again at a later date.
We understand that it works both ways. If at any point you wish to make a complaint about LDC, please contact Tim Rowland directly and he will be more than willing to listen to your views and find a solution that will appease both parties.
14. CHILD PROTECTION
The child protection rules for ‘Children in Entertainment’ are very different from the usual child protection rules. As stipulated by the law and East Sussex County Council’s children in entertainment policies, all children in school, under the age of 16 must be signed in and out of dress rehearsals and performances by a parent or legal guardian.
If a parent / guardian is not able to do this, then another trusted adult may sign the member in (as long as they are not a Chaperone for that show). In such instances, the parent / guardian must include a note that contains information regarding the specific show, including date and time and the name of your child in full. For instance, the note would read:
I, X, parent / legal guardian of Lewes Drama Collective member, X, hereby give X permission to sign X in on DATE at TIME for the production rehearsal of X at the All Saints Centre in Lewes.
Reviewed by Lewes Drama Collective – September 2020