We charge 20% deposit for all camps, this is due immediately to confirm the booking. If you go ahead with your booking and no T&Cs are broken, then this will be refunded to you. If you decide to cancel your camp booking, this deposit will be retained.
We work on a 4 week payment and cancellation period. You will receive an invoice for the full booking amount with your booking confirmation. The payment of this invoice, however, can be separated into two tranches:
- 20% deposit for all camps due immediately to confirm booking
- 50% of the total booking cost will be due at least 4 weeks prior to the start of the camp.
- Remaining 50% of the total booking cost will be due by 11am two Fridays before your camp starts
If you are booking your camp less than 4 weeks before the start date the payment timeline is as follows:
- 20% deposit and 50% of total booking costs due immediately to confirm booking
- Remaining 50% of the total booking cost will be due at 11am two Fridays before your camp starts
Cancellation by customer
- If you cancel with more than 4 weeks notice, we retain your deposit
- If you cancel with 4 weeks notice, we retain 50% of your total booking cost.
- If you cancel with 2 weeks notice, we retain 100% of your total booking cost
All outstanding invoices must be paid at the time of cancellation. All amounts retained reflect the costs incurred by School Space in booking, organising and preparing venues.
If you have to cancel your event, the organiser must contact School Space in writing, by emailing info@school-space.org prior to the event. Your cancellation is not confirmed until you have received a confirmation email from a School Space staff member.
CANCELLATION BY SCHOOL OR SCHOOL SPACE
The following applies when a customer has booked an event and School Space needs to cancel it.
Although we work as hard as possible to avoid cancellations by the school, it is in the nature of regular bookings that school events, particularly exams, do come first. We endeavour to provide as much warning as possible about these cancellations (particularly annual exam ‘seasons’) both at the time of arranging and throughout the year. However, if last minute cancellations occur, we recognise this is an inconvenience and do our best to address it.
The customer will be notified in good time about any school closure or future building work/maintenance on the school. We aim to provide at least two week’s notice. If notice is less than 7 days, we offer the following discounts:
- Up to, and including, 7 days before your event - 50% off a future session
- Less than 48 hours before your event - One free future session
NB: A customer will never have to pay for an event cancelled by the School or School Space.
Cleaning and Packing Away
Camp staff will clean each day and will move equipment to the side of the space as required. School Space will provide access to schools’ brushes, mops, vacuum cleaners etc, to carry this out.
Bank Holidays
If your camp booking falls on a bank holiday, you will be charged 2x standard hourly rate.
Additional Policies:
- Please note that if you require any equipment or extra spaces, e.g. to eat lunch etc, this must be arranged in advance and you must rent a space suitable for dining, so if you're expecting something that we're not aware of, please let us know as soon as possible.
- The space isn't exclusively for your camp use for the week, and there may be customers using the space in the evening, so please ensure that all equipment is packed away at the end of each session.
- Similar to the above, the venue isn't yours to exclusively use so do bear in mind there may be other customers on-site or even school staff. Please be respectful to all those using the venue.
- Please ensure that large bags of rubbish are disposed of at the end of each day.
- All children must be supervised at all times during your camp bookings, if the school or our Community Connector reports children are left unsupervised this may result in the suspension of your lettings.
- Please ensure that your attendees and staff members are only using the spaces you have exclusively booked. You are not permitted to enter any additional spaces within the school without pre-booking the space with us.