We want all of our activities and events to be safe, welcoming, inclusive and enjoyable for children, young people, adults with disabilities and their families.

These Terms & Conditions help us to manage bookings fairly, maintain a safe environment and ensure that everyone understands their responsibilities when attending an Alliance activity or event.

1. Booking Your Place

Places at some activities and events are limited. When making a booking, please ensure that the information provided is accurate and that the number of participants booked reflects the number of people attending.

Tickets must be paid for in full at the time of booking unless otherwise agreed.

Please keep your booking confirmation as proof of your booking.

By completing a booking, you confirm that you have read and agree to these Terms & Conditions.

Where applicable, participants or their parent/carer or authorised representative may be required to complete any additional registration or consent information before taking part.

2. Ticket Changes and Refunds

Tickets are generally non-refundable, except where a refund is specifically provided for under these Terms & Conditions or is offered at the discretion of the Parent & Carer Alliance C.I.C.

If you need to make changes to your booking, please contact us as soon as possible. We will do our best to accommodate reasonable requests, subject to availability.

Cancellations by families

If you need to cancel your booking, please provide at least 48 hours' notice wherever possible.

Where the required notice is provided, the value of the activity booking may be refunded or, if preferred, donated to support the work of the Alliance.

Booking or administration fees, where applicable, may be non-refundable.

Unfortunately, refunds cannot normally be provided for:

• Non-attendance without prior notice.

• Cancellations made less than 48 hours before the activity.

• A reduction in the number of participants attending.

• Bookings made on the day of the activity.

We understand that families may experience unexpected circumstances. If something prevents you from attending, please contact us and we will consider the circumstances wherever possible.

3. Changes or Cancellation by the Alliance

We reserve the right to alter, postpone or cancel an activity or event where this is necessary, including because of:

• Severe or unsuitable weather conditions.

• Venue or service provider issues.

• Insufficient bookings.

• Staffing or operational requirements.

• Safeguarding or health and safety concerns.

• Circumstances outside of our reasonable control.

Where an activity or event is cancelled by the Alliance, families will normally be offered:

• An alternative date or activity; or

• A refund of the value of their booking.

Where a refund is offered, families may alternatively choose to donate the value of their booking to the Alliance.

We will communicate significant changes or cancellations to affected ticket holders as soon as reasonably possible.

4. Attendance and Supervision

Parents, carers and keyworkers remain responsible for the children, young people or adults in their care unless an activity has specifically been agreed as a supervised activity.

Our staff, volunteers and activity providers are not automatically responsible for providing individual care, personal care or one-to-one supervision.

Parents, carers and keyworkers should remain appropriately involved and available throughout an activity where this is required for the participant's safety, wellbeing or support needs.

Where a participant is attending independently, this must be agreed in advance where appropriate. Participants attending independently are responsible for following the instructions provided by Alliance staff, volunteers, activity leaders and service providers.

5. Health, Safety and Participation

We take reasonable steps to provide safe and accessible activities and events.

Participants and those accompanying them are expected to:

• Follow reasonable health and safety instructions.

• Follow instructions given by Alliance staff, volunteers, activity leaders and service providers.

• Use equipment and facilities appropriately.

• Respect other participants, staff, volunteers and members of the public.

• Tell a member of staff if they have any concerns about safety.

Parents, carers and keyworkers should support the person in their care to understand and follow safety instructions to the best of their ability.

Where an activity involves particular risks or requirements, these will be communicated as part of the booking information or before the activity begins.

6. Medical, Accessibility and Support Needs

We are committed to making our activities and events as accessible and inclusive as reasonably possible.

When booking, please provide information about any relevant medical, accessibility, communication or support needs that may affect safe participation in the particular activity.

This allows us to consider reasonable adjustments and identify any additional support that may be required.

We do not require families to disclose information that is not relevant to the safe participation of the individual.

If medication is required, parents, carers, keyworkers or independent participants should ensure that appropriate medication is brought to the activity and managed in accordance with the individual's needs and any arrangements agreed in advance.

Unless specifically agreed beforehand, Alliance staff and volunteers cannot be expected to administer medication or provide personal care.

7. Allergies and Food Sensitivities

Please ensure that all relevant allergies, intolerances and significant medical information are disclosed during the booking process or to a member of staff before participation.

We will take reasonable steps to manage known allergens and reduce risks; however, we cannot guarantee that all venues, activities or environments will be completely free from allergens.

Where an activity involves food, sensory food play or other materials that may contain allergens, relevant information will be provided where reasonably possible.

Parents, carers, keyworkers and independent participants remain responsible for bringing any prescribed emergency medication required to manage known allergies.

If you have any concerns about allergens or ingredients, please speak to a member of staff before participating.

8. Behaviour, Respect and Wellbeing

We want everyone attending our activities and events to feel safe, respected and welcome.

We recognise that children, young people and adults may communicate or express themselves in different ways and that behaviour can be influenced by a person's disability, communication needs, environment or circumstances.

We will seek to respond with understanding and reasonable adjustments wherever possible.

However, we reserve the right to intervene where behaviour creates a significant risk to the safety, wellbeing or dignity of the participant, other attendees, staff, volunteers or service providers.

Where necessary, we may ask an individual or family to leave an activity or event.

Any decision to refuse attendance or ask someone to leave will be based on legitimate and reasonable grounds and will not be made on a discriminatory basis.

Our approach will be consistent with our commitment to equality, inclusion and the Equality Act 2010.

9. Safeguarding

The safety and wellbeing of children, young people and adults who use our services is a priority.

All attendees are expected to support a safe environment.

If a safeguarding concern arises during an activity or event, this will be managed in accordance with the Alliance's safeguarding procedures.

Anyone who has a safeguarding concern should report it to a member of staff or the designated safeguarding lead as soon as possible.

Relevant Alliance policies and procedures, including safeguarding, health and safety, risk management and privacy, are available on request.

10. Personal Belongings and Loss or Damage

Attendees are responsible for their own personal belongings and valuables while attending Alliance activities and events.

We recommend that valuable or unnecessary items are not brought to activities.

The Alliance cannot accept responsibility for loss or damage to personal belongings except where liability cannot lawfully be excluded.

Where damage is caused deliberately or through inappropriate use of equipment or facilities, the individual responsible may be asked to meet reasonable costs associated with the damage.

11. Liability

We take reasonable steps to ensure that our activities and events are delivered safely and appropriately.

Participants and those accompanying them are expected to follow all reasonable instructions and to take appropriate care of themselves and those in their care.

The Alliance will not be responsible for loss, damage or injury arising from circumstances outside of our reasonable control or where an individual has failed to follow reasonable safety instructions, except where liability cannot legally be excluded or limited.

Nothing in these Terms & Conditions excludes or limits any legal rights or liability that cannot lawfully be excluded or limited.

12. Missed Activities and Repeated Non-Attendance

Our activities often have limited spaces, and missed places can prevent another family from accessing support or taking part.

If a family repeatedly books activities but does not attend without providing notice, we may contact them to discuss future bookings.

Where a family has repeatedly failed to attend booked activities, we reserve the right, where appropriate, to limit or refuse future bookings for a period of time.

We will consider individual circumstances and any relevant exceptional circumstances before making such a decision.

13. Attendance Numbers

Where an activity or event has a maximum number of participants, the number stated on the booking must be adhered to.

Additional attendees who have not been included in the booking may not be able to attend due to capacity, safeguarding, venue or insurance requirements.

Where additional spaces are available, an additional attendee may be permitted to attend subject to any applicable fee being paid.

Please contact us in advance if you need to amend the number of people attending.

14. Photography, Filming and Live Streaming

Photography, filming and live streaming may take place at some Alliance activities and events for promotional, educational or organisational purposes.

Photography consent is separate from acceptance of these Terms & Conditions.

Where individual consent is required, we will seek appropriate permission before using identifiable photographs or recordings for the purposes outlined in our photography consent information.

Where consent has been provided, photographs or recordings may be used in:

• Alliance social media.

• The Alliance website.

• Promotional materials.

• Reports and publications.

• Future Alliance activities and events.

You can withdraw consent at any time by contacting us.

Where photography or filming is taking place, we will take reasonable steps to respect individuals who have not provided consent.

Personal data associated with photography and filming will be handled in accordance with the UK GDPR, Data Protection Act 2018 and the Alliance's Privacy Policy.

15. Accessibility and Inclusion

The Parent & Carer Alliance C.I.C. is committed to providing inclusive and accessible activities and events.

We will make reasonable adjustments wherever possible to enable children, young people, adults with disabilities and their families to participate.

If you have accessibility requirements, please let us know when booking so that we can consider how best to support you.

16. Agreement to These Terms

By booking an activity or event, you confirm that:

• You have read and understood these Terms & Conditions.

• The information provided at the time of booking is accurate to the best of your knowledge.

• You will follow reasonable health, safety and safeguarding instructions.

• You will provide relevant information about any medical, accessibility, communication or support needs that may affect safe participation.

• You understand that parents, carers and keyworkers remain responsible for those in their care unless alternative arrangements have been specifically agreed.

• You understand our cancellation and refund arrangements.

• You will respect other participants, staff, volunteers, venues and activity providers.

Where a booking is made on behalf of another person, the person making the booking confirms that they are authorised to accept these Terms & Conditions on their behalf.

If these Terms & Conditions are not accepted where acceptance is required as part of the booking process, the booking may not be able to proceed.

17. Our Policies

Our policies and procedures, including our:

• Safeguarding Policy

• Privacy Policy

• Health & Safety Policy

• Risk Management procedures

• Equality and Inclusion arrangements

• Volunteer Policy

are available on request.

If you have any questions about these Terms & Conditions or require them in an alternative format, please contact the Parent & Carer Alliance C.I.C.