Terms and conditions

These terms apply to every workshop booked with School Science Days, a trading name of Education Group, company number 04305230, registered office 2 Debdale Road, Wellingborough, Northamptonshire, NN8 5AA. They apply to all Education Group workshop bookings made under the School Science Days name and replace any terms we have published before.

• "We", "us" and "the supplier" mean Education Group, trading as School Science Days.
• "You" and "the school" mean the school, trust or other organisation that books the workshop.
• "The workshop" means the sessions described in our written quotation, including virtual reality sessions run on our own class set of networked headsets and hands-on sessions such as forensics, fossil digs and practical experiments.
• "The booking" means the agreement between us, made up of the written quotation and these terms.
• "Equipment" means everything we bring to your site to run the workshop, including headsets, tablets, networking kit, props and consumables.

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 from your postcode.
• A quotation is valid for the period stated on it and is always subject to the date still being available when you accept.
• 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, followed by the compliance paperwork your office needs.
• Where a deposit applies, it is stated on the written quotation before you confirm. We do not apply one as a blanket rule.

• A facilitator for the agreed hours, who arrives in time to unload, set up and test the equipment 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. Virtual reality sessions run on our own networked headsets, so the whole class is in the same environment at the same time, led by the facilitator.
• 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 with reasonable care and skill, substantially as described on the workshop page, allowing for sensible adjustments on the day to suit the space, the group and your 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, and we may change how a session runs where that is needed to meet safety or other statutory requirements, provided the nature and quality of the workshop are not materially affected.

• 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. Virtual reality sessions need clear floor space around each seated pupil.
• Access to mains electricity, and a secure place to leave equipment between sessions where the space has to be shared during the day.
• Tables and chairs for hands-on sessions such as forensics, fossil digs and practical experiments.
• 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.
• Group sizes of no more than 30 children and no fewer than 12 in a session, unless we have agreed something different in writing.
• Advance notice of anything that affects delivery, such as pupils 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 and are exclusive of VAT, which is added at the rate applying on the date of the invoice.
• 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 payable within 30 days of the date of invoice, unless the quotation says otherwise.
• Interest may be charged on any amount still outstanding after the due date, at 2% a year above the base rate of NatWest Bank plc, running from the due date until payment is received.
• We may vary our standard fees from time to time by giving at least three months written notice. A price we have already quoted and you have already confirmed does not change.
• Any additional cost agreed during the booking, such as a second facilitator or a materials charge for a consumable-heavy workshop, is 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 with at least 28 days notice before the booked date: a cancellation fee of 60% of the total fee is payable.
• Cancellation with less than 28 days notice: the full fee remains payable.
• A postponement agreed between us, rather than a cancellation, carries an administration fee of £80 to cover rescheduling the day and the facilitator.
• 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 of us is liable for a 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.

• Every facilitator working in schools holds a current Disclosure and Barring Service check. We send the certificate details to your office 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 immediately to the designated safeguarding lead.
• A member of your staff remains responsible for supervision, behaviour, first aid and safeguarding decisions throughout every session.

• We hold public liability insurance and send a copy of the certificate when the booking is confirmed, so your office has the cover details on file.
• 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 before the day.
• The school is responsible for loss of, or damage to, our equipment while we are on site, other than damage caused by our own staff or by fair wear and tear.

We warrant that the workshop will be delivered using reasonable care and skill. 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, we are not liable for loss of profit, revenue or reputation, or for any indirect, special or consequential loss, however it arises, whether in contract, tort (including negligence) or otherwise.

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.

We do not photograph or film pupils during a workshop unless the school has agreed it in writing beforehand and has confirmed that the necessary parental permissions are in place. Where a school films or photographs its own session, that material is the school’s and is covered by the school’s own permissions.

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. A booking involves staff contact details only: we are the controller for those, and we do not collect or process personal data about individual pupils as part of delivering a workshop.

• 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.
• The booking is the whole agreement between us. Anything discussed beforehand that is not in the quotation or these terms does not form part of it.
• 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.