THEATRICOOL LTD
Terms & Conditions
Company Number: 09343633
Registered Office: 3 Chandlers Row, Colchester, CO1 2HG
Email: sally@theatricool.co.uk
These Terms & Conditions apply to all students attending classes, rehearsals, performances, workshops and activities provided by Theatricool Ltd. By enrolling a student with Theatricool, the parent/carer, or adult student where applicable, agrees to these Terms & Conditions.
1. Fees & Payment
Fees are payable monthly in advance by Direct Debit via GoCardless.
Theatricool operates throughout the year and fees are calculated on this basis and spread across monthly payments for convenience.
- One week at Easter
- Two weeks at Christmas
These scheduled closures are already taken into account when monthly fees are calculated.
If a Direct Debit payment fails or remains outstanding, Theatricool reserves the right to contact the account holder to arrange payment. Continued non-payment may result in the student being unable to attend classes until the account is brought up to date.
2. Notice to Leave
We require six weeks’ written notice if a student wishes to leave Theatricool.
Fees remain payable throughout the full six-week notice period, whether or not the student attends classes during that time.
Notice should be provided in writing by email or through Theatricool’s usual communication system.
3. Non-Attendance & Refunds
Fees are non-refundable for student non-attendance.
No refund or credit will normally be given where a student misses a class due to illness, holidays, family commitments or other personal circumstances.
Where Theatricool has to cancel a class and is unable to provide a reasonable alternative or replacement session, we will determine whether a credit or other appropriate arrangement should be offered.
4. Performances & Show Fees
Performing is an important part of the Theatricool experience and we normally stage two productions each year.
Christmas Production
Our Christmas production does not carry an additional show fee.
Summer Production
Our main summer production is staged in a professional theatre.
Students taking part in the summer production will be charged a show fee of approximately £40, with the exact amount confirmed in advance each year.
This fee contributes towards the significant costs associated with staging a professional theatre production, including theatre hire, costumes and other production expenses.
We aim to keep additional costs to families to a minimum. Other than the summer show fee, there are no regular compulsory additional fees.
From time to time we may organise fundraising activities to support Theatricool productions or activities. Participation in fundraising will normally be optional.
5. Uniform
Students are expected to attend classes wearing:
- A Theatricool branded T-shirt
- Black trousers, leggings or joggers
- Black footwear that is suitable and safe for movement and exercise
Long hair should be tied back and jewellery should be removed where it may present a safety risk.
Students should arrive appropriately dressed and ready to participate.
6. Behaviour & Conduct
Theatricool aims to provide a positive, inclusive, creative and supportive environment in which every student can participate and develop with confidence.
Students are expected to treat staff, other students, visitors and the premises with respect.
Bullying, discriminatory behaviour, threatening behaviour or persistent disruption will not be accepted.
Where concerns arise, we will normally discuss these with the student and/or their parent/carer and work together to resolve the situation.
In cases of serious or persistent unacceptable behaviour, Theatricool reserves the right to suspend or withdraw a student’s place.
7. Health, Medical Conditions & Allergies
Parents/carers are responsible for providing Theatricool with accurate and up-to-date information regarding any medical condition, allergy, additional need or other information that may affect their child’s participation or safety.
Parents/carers must notify Theatricool promptly of any changes.
Students who are unwell, particularly where they may be infectious, should not attend classes.
8. Safeguarding
The safety and wellbeing of our students is extremely important to us.
Theatricool operates safeguarding procedures and appropriate staff checks and training.
Parents/carers should inform us of any relevant information that may affect the welfare or safety of their child while attending Theatricool.
9. Drop-Off, Collection & Late Collection
Parents/carers are responsible for ensuring that children arrive safely for their class and are collected promptly at the advertised finishing time.
Younger students should not be left at the venue before the appropriate member of Theatricool staff is present and ready to receive them.
Students will only be permitted to leave independently where this is age-appropriate and Theatricool has been informed by the parent/carer that they have permission to do so.
If somebody other than the usual parent/carer is collecting a child, parents should inform Theatricool where appropriate.
If a parent/carer is unexpectedly delayed, they should contact Theatricool as soon as possible.
A member of staff will remain with a child who has not been collected. However, repeated late collection may result in Theatricool discussing alternative arrangements with the parent/carer and, where necessary, reviewing the student’s place.
Where a child remains uncollected for a significant period and we are unable to contact a parent/carer or emergency contact, Theatricool will follow its safeguarding procedures.
10. Photography & Filming
Theatricool may take photographs and video footage during classes, rehearsals, performances and events for promotional, educational and archival purposes.
Parents/carers will be asked to provide the relevant consent and should inform Theatricool if their preferences change.
Images and footage may be used on Theatricool’s website, social media channels and promotional materials where appropriate consent has been provided.
We will not intentionally identify a child by their full name alongside an image on public social media without specific permission.
Photography and filming by parents or audience members may be restricted at performances or events where necessary for safeguarding, licensing or venue requirements.
11. Social Media, WhatsApp & Online Communication
Theatricool uses digital communication to keep parents/carers informed about classes, rehearsals, performances and other activities.
Official communication may include email, class-management systems, WhatsApp or other appropriate messaging platforms.
Where WhatsApp groups are used, they are intended primarily for information relating to Theatricool activities.
Parents/carers are expected to communicate respectfully and should not use Theatricool groups to:
- Post inappropriate or offensive material
- Discuss or criticise individual children, parents or members of staff
- Share confidential information about another student or family
- Use the group for disputes or complaints
Individual concerns or complaints should be raised privately with Theatricool rather than discussed in group chats or on social media.
Staff will maintain appropriate professional boundaries when communicating with students.
Where direct electronic communication with older students is appropriate for rehearsals, performances or other Theatricool activities, communication will be conducted in accordance with our safeguarding procedures.
Parents/carers and students should not post photographs, videos or information about another child online where doing so could compromise that child’s privacy or safety.
12. Parent & Carer Code of Conduct
We value the positive relationship between Theatricool, our students and their families.
We ask parents/carers to:
- Treat students, staff, volunteers and other families with courtesy and respect
- Support Theatricool’s expectations regarding attendance, punctuality, behaviour and uniform
- Raise concerns privately and constructively
- Respect the professional judgement of teachers and creative staff regarding casting, choreography, class placement and performance decisions
- Avoid disrupting classes, rehearsals or performances
- Respect the privacy and safeguarding of all children
- Ensure that comments made in person, online or on social media do not cause harm or distress to students, staff or other families
Theatricool understands that parents may sometimes disagree with a decision and we are always happy to discuss genuine concerns.
However, abusive, aggressive, threatening, intimidating or persistently disrespectful behaviour towards staff, volunteers, students or other families will not be accepted.
Serious or repeated breaches of this Code of Conduct may result in Theatricool asking a parent/carer to cease attending the premises or, as a last resort, withdrawing the student’s place.
13. Attendance, Rehearsals & Performances
Regular attendance is important to a student’s development and to the smooth running of classes, particularly when students are working together towards a production.
We understand that occasional absence due to illness, family circumstances or other unavoidable commitments will happen. Parents/carers should let Theatricool know as soon as possible if their child is unable to attend a class or rehearsal.
Commitment to Productions
Participation in Theatricool productions is encouraged but is not compulsory.
However, once a student has committed to taking part in a production, they are expected to attend the classes and rehearsals required to prepare for that performance.
Additional rehearsals may occasionally be arranged in the lead-up to our Christmas and summer productions. Parents/carers will be given as much notice as reasonably possible of these dates.
We ask families to make every reasonable effort to prioritise important rehearsals, particularly:
- Full-cast rehearsals
- Technical and dress rehearsals
- Final rehearsals immediately before a performance
- Any rehearsal specifically identified as compulsory
Absence from Rehearsals
If a student is unable to attend an important rehearsal because of illness or an unavoidable circumstance, parents/carers should notify Theatricool as soon as possible.
Where a student misses a significant number of rehearsals, particularly during the final preparation period, Theatricool may need to adapt choreography, staging, casting or the student’s role to ensure that the production can be performed safely and confidently by the whole cast.
In exceptional circumstances, where insufficient rehearsal has made it unsafe or impractical for a student to perform, Theatricool reserves the right to withdraw the student from part or all of the production.
Any such decision will be made carefully and with the interests of the student and the wider cast in mind.
Casting
Casting decisions are made by Theatricool’s teaching and creative team and may take into account a range of factors including:
- The requirements of the production
- Age and suitability for a role
- Ability and performance skills
- Attendance and commitment
- Confidence and readiness
- The needs and balance of the overall cast
Not every production will provide every student with the same size or type of role.
Casting decisions are made in the interests of the production as a whole and are at the discretion of Theatricool’s creative team.
Performance Day
Students taking part in a production are expected to attend at the specified call time and remain for the period required by Theatricool.
Parents/carers are responsible for informing us immediately if illness or an emergency means their child cannot perform.
Theatricool reserves the right to make last-minute changes to staging, choreography or casting where necessary because of illness, absence or other unforeseen circumstances.
Above all, our aim is for performances to be an exciting, positive and rewarding experience for every student involved.
14. Classes, Teachers & Timetables
Theatricool reserves the right to make reasonable changes to teachers, class times, venues or timetables where necessary.
Where possible, parents/carers will be given appropriate notice of significant changes.
Occasionally a class may need to be cancelled because of circumstances beyond our reasonable control, including severe weather, venue closure, staff illness or other unforeseen circumstances.
15. Personal Property
Students are responsible for their own belongings.
Theatricool cannot accept responsibility for loss of or damage to personal possessions unless caused by our negligence.
We recommend that valuable items are not brought to classes.
16. Fundraising & Additional Activities
From time to time, Theatricool may organise fundraising events, workshops, trips or additional activities.
Unless clearly stated otherwise, participation in these activities is optional and details of any associated costs will be provided in advance.
17. Communication
Parents/carers are responsible for ensuring that Theatricool has their current contact details, including an emergency contact, and for reading communications relating to classes, rehearsals, performances and other activities.
Important information will normally be communicated by email and/or through Theatricool’s usual class-management or messaging system.
18. Complaints Procedure
Theatricool is committed to providing a high-quality experience for students and their families. We welcome constructive feedback and aim to resolve concerns promptly, fairly and respectfully.
Stage 1 – Informal Resolution
Where appropriate, concerns should initially be raised with Leah Scott – Assistant Principal.
Many concerns can be resolved quickly through an informal conversation or email.
We ask parents/carers not to raise detailed concerns with teaching staff immediately before, during or after a class where this may disrupt teaching or involve discussion in front of students or other parents.
Stage 2 – Formal Complaint
If the matter cannot be resolved informally, or if the complaint concerns a serious matter, a formal complaint should be made in writing to Sally Fisher – Director at sally@theatricool.co.uk.
The complaint should explain the nature of the concern, relevant circumstances or dates, any steps already taken to resolve it and the outcome being sought.
Theatricool will acknowledge the complaint and aim to provide a written response within 14 days.
If further investigation is required, we will advise the complainant and provide an indication of when a full response can be expected.
Complaints will be handled sensitively and as confidentially as reasonably possible.
Any complaint involving a safeguarding concern will be dealt with under Theatricool’s safeguarding procedures and referred to the appropriate external authority where required.
19. Changes to These Terms & Conditions
Theatricool Ltd may make reasonable changes to these Terms & Conditions where necessary, for example following changes to our services, operating arrangements or legal requirements.
Parents/carers will be informed of any significant changes.
Continued enrolment following notification of updated Terms & Conditions will constitute acceptance of the revised terms.
Theatricool Ltd
Company Number: 09343633
Registered Office: 3 Chandlers Row, Colchester, CO1 2HG
Email: sally@theatricool.co.uk
Director: Sally Fisher
Assistant Principal: Leah Scott
By enrolling with Theatricool and maintaining a student’s place, parents/carers confirm that they have read and agree to these Terms & Conditions.