Booking Form

If applicable. (School, care setting, day centre, library etc).

If you are not sure, please contact annabelle@concreteyouth.co.uk for our list of workshop packages.

Please choose the option that best describes your booking. If you are unsure, select ‘Not sure yet’ and provide more detail later in the form.

If different to the address given above

Please describe your workshop space in as much detail as possible, giving approximate size and type of floor.

It’s really useful for us to know what type of space we will be teaching in. Will there be tables, mirrors, or chairs? Remember, the space should be of a decent size, and have a suitable floor for exercise. Please ensure the space is wheelchair accessible.

We are unable to work on concrete floors for health and safety reasons.

Please be specific as this helps us to process your booking quickly. If you are booking regular sessions, please provide all dates. Or, if you are a school and booking long-term, please provide term dates. If easier, this can be a link to term dates on your school's website.

Please provide specific times.

If this is something you agree with, we are happy to assist with writing permission letters to send home to parents/guardians.
We are also happy to be in photographs for your school/organisation’s marketing materials, website etc. Please be aware that, by agreeing, you consent to Concrete Youth publishing photographs taken in your workshop online, and throughout any marketing materials that Concrete Youth may distribute. We are able to photograph some participants whilst avoiding others.

If so, please post your school/organisation’s social media usernames. We encourage you to post about our visit on your social media channels also.

We offer bespoke workshops, so, whilst we offer packages within a basic theme, we like to work with our settings/organisations to ensure they get everything they want in their session(s), workshop(s), programme or project.

Please use this section to tell us anything else that would help our team prepare for, travel to, arrive at, and deliver your session safely and smoothly.

This could include parking, loading access, reception or sign-in procedures, safeguarding contacts, on-the-day contacts, site access, room location, lift access, nearby toilets or changing facilities, quiet spaces, venue rules, fire alarm procedures, security arrangements, or anything else you think would be useful for us to know.

Please provide the name and email address of the person or department responsible for processing invoices. In most cases, payment must be received in advance to confirm the booking. Invoices will be issued in line with the quote provided by Concrete Youth and the Terms & Conditions below.

If you would like a PO Number to be included in your invoice and can supply it at this stage, please provide it here. If you cannot, please send it to daniel@concreteyouth.co.uk as soon as possible.

Please let us know if your organisation needs Concrete Youth to be added as a supplier, complete a vendor form, use a finance portal, include specific wording on the invoice, or meet any other finance requirements.

If so, please add your email address.

By doing so, you are agreeing to receive regular emails from Concrete Youth.

1. BOOKING CONFIRMATION & PAYMENT
   Concrete Youth will issue an invoice to the invoice contact provided in this form. Unless otherwise agreed in writing, payment must be made in advance to confirm the booking.
   
   The invoice will be in line with the quote provided by Concrete Youth, unless otherwise agreed in writing.
   
   In the event that Concrete Youth, at the discretion of the Chief Executive & Artistic Director, allows a booking to go ahead before payment has been received, this will only take place in exceptional circumstances. Where a booking is permitted to proceed before payment, Concrete Youth reserves the right to cancel, pause, or withdraw from the programme, workshop, session, or remaining sessions if payment is not received within a reasonable time. Concrete Youth also reserves the right to add late-payment fees, interest, and/or reasonable debt recovery costs to overdue invoices, in accordance with applicable law and/or the agreed payment terms.
   
   For weekly, monthly, or block bookings, invoices will be sent in advance of each block of bookings, unless otherwise agreed.
   
   The fee payable by the booker will be the fee set out in the written quote provided by Concrete Youth and accepted by the booker, whether the booking is for a one-off session, a block of sessions, a recurring programme, or any other agreed service. By submitting this booking form, clicking “I Agree”, confirming the booking by email, or otherwise instructing Concrete Youth to proceed, the booker accepts that the relevant written quote forms part of this booking agreement. Concrete Youth will invoice the booker in line with the accepted quote. The amount payable will be the amount stated in the quote, together with any agreed travel, accommodation, resources, access requirements, additional staffing, or other costs set out in that quote. Where the booking is for recurring sessions, a block booking, or a longer programme, the quote will apply to the sessions, dates, frequency, duration, and period specified in that quote. Any additional sessions, extensions, changes to participant numbers, changes to location, changes to delivery requirements, or additional costs not included in the original quote may require a revised quote or additional invoice. Unless otherwise agreed in writing, the booker remains responsible for paying the quoted amount once the booking has been confirmed, including where payment is made by invoice after the booking has been accepted.
   
   Concrete Youth will always do its best to support you with accessible invoicing arrangements. Please contact us in advance if you require an alternative invoicing process.
   
   
2. PURCHASE ORDERS
   Where your school, organisation, or setting requires a purchase order number, this should be provided as soon as possible. Delays in providing a purchase order may delay confirmation of the booking.
   
   A missing or delayed purchase order does not remove the booker’s responsibility to pay for confirmed or delivered work.
   
   
3. CANCELLATIONS, RESCHEDULING AND STAFF AVAILABILITY
   In the event of cancellation by either party, Concrete Youth will use reasonable endeavours to work with the school, organisation, or setting to reschedule the workshop(s).
   
   If rescheduling is not possible, any refund or cancellation arrangement will be agreed in writing between Concrete Youth and the booker, taking into account the circumstances of the cancellation and any costs already incurred.
   Concrete Youth reserves the right to recover reasonable costs already incurred in relation to a cancelled booking, including but not limited to staffing, planning, preparation, resources, travel, and accommodation.
   
   Where a booking consists of multiple sessions, Concrete Youth cannot guarantee that the same staff member will deliver every session.
   
   In the event that the booked staff member is unavailable due to illness or other reasonable circumstances, Concrete Youth will seek suitable cover wherever possible.
   
   If suitable cover cannot be arranged, Concrete Youth will work with the booker to negotiate rescheduling of the affected session(s).
   
   
4. SERVICE PROVISION
   Concrete Youth will provide the session, required staffing, resources, and other contributions relevant to the agreed workshop, session, or project.
   
   In some circumstances, Concrete Youth may ask the school, organisation, or setting to provide basic resources, such as paper, glue, tables, chairs, or other materials. If this is not possible, please notify Concrete Youth in advance so alternative arrangements can be made.
   
   
5. VENUE AND FACILITIES
   The booker is responsible for providing a suitable venue for the session, unless otherwise agreed in writing.
   
   The session space must be wheelchair accessible, warm, clean, well-ventilated, and of an appropriate size to allow sufficient personal space for all participants.
   
   The room should ideally be set at approximately 21°C, and must not be lower than 18.3°C.
   
   The session space should be free from unnecessary obstructions and distractions. Observers should only be present where required for safeguarding, care, support, or operational reasons.
   
   
6. PARTICIPANT NUMBERS AND STAFFING RATIOS
   Concrete Youth’s standard ratio policy is 1 Concrete Youth staff member for every 10 participants.
   
   Concrete Youth reserves the right to increase the cost of the session(s) if the number of participants increases and additional staffing is required to deliver the session safely and effectively.
   
   Where applicable, staff-to-participant ratios must also comply with the school, organisation, or setting’s own policies and legal responsibilities.
   
   
7. SUPERVISION AND SETTING STAFF
   A member of staff from the school, organisation, or setting must be present at all times during the workshop, unless otherwise agreed in writing with Concrete Youth.
   
   For public sessions, setting or venue staff must be available to support participant arrival, entry, exit, and any venue-specific procedures.
   
   The booker remains responsible for the welfare, supervision, safeguarding, and behaviour management of participants during the session, unless otherwise agreed in writing.
   
   
8. PARTICIPANT INFORMATION AND ACCESS NEEDS
   The booker agrees to provide Concrete Youth with relevant information in advance of the session to support safe, accessible, and effective delivery.
   
   This may include, but is not limited to, participant access needs, sensory preferences, communication needs, allergies, medical information relevant to the session, known triggers, general likes and dislikes, planned absences, expected disruptions, or participants who may need to leave early.
   
   The booker is responsible for ensuring that all relevant access, medical, behavioural, and safeguarding information is shared with Concrete Youth in good time before the session.
   
   
9. MEDICAL SUPPORT AND PERSONAL CARE
   Concrete Youth staff are not responsible for administering medication, providing personal care, manual handling, or clinical support unless this has been specifically agreed in writing in advance.
   
   Where participants require medication, personal care, manual handling, or clinical support, the booker must ensure that appropriately trained staff are present and available throughout the session.
   
   
10. CONDUCT AND RIGHT TO REFUSE ADMISSION
    Concrete Youth reserves the right to refuse admission to a workshop or request that a participant leaves in reasonable circumstances, including where behaviour presents a risk to the participant, other participants, staff, or the safe delivery of the session.
    
    Concrete Youth will always seek to work constructively with the school, organisation, setting, venue, parents, carers, and support staff where appropriate.
    
    
11. DBS CHECKS, IDENTIFICATION, AND SAFEGUARDING
    All Concrete Youth facilitators hold a current DBS check, which will be available for inspection upon arrival at the school, organisation, setting, or venue.
    
    Concrete Youth facilitators will also carry appropriate identification, such as a Concrete Youth lanyard, branded uniform, or other identifying materials.
    
    Concrete Youth reserves the right to raise any concerns relating to the welfare or safeguarding of children, young people, or adults at risk.
    
    Concrete Youth will follow its own Safeguarding of Children and Adults at Risk Policy to support the welfare and safeguarding of participants.
    
    
12. INSURANCE
    Concrete Youth holds Public Liability Insurance up to £10,000,000.
    
    
13. TRAVEL AND ACCOMMODATION
    Travel and accommodation expenses will usually be included as part of the quote provided.
    
    Where applicable, the booker agrees to cover travel and accommodation expenses for the relevant Concrete Youth staff member(s) as outlined in the agreed package, quote, or booking details.
    
    In the rare event that agreed travel or accommodation costs are significantly exceeded due to circumstances outside Concrete Youth’s reasonable control, Concrete Youth reserves the right to invoice for the deficit.
    
    
14. PHOTOGRAPHY AND MARKETING CONSENT
    If agreed in this form, the booker consents for Concrete Youth to take photographs of all or some participants and use them throughout the charity’s marketing campaigns, including online, in print, on social media, and in other promotional materials.
    
    Concrete Youth can support the writing of permission letters for parents, guardians, carers, or participants where required.
    
    If only some participants may be photographed, the booker must ensure that the facilitator is clearly informed on arrival which participants must not be photographed.
    
    It is the booker’s responsibility to ensure that appropriate consent has been obtained before confirming photography permission.
    
    
15. SOCIAL MEDIA AND PUBLICITY
    If the booker consents for Concrete Youth to post about the visit before or after the session, the booker may provide relevant social media handles and publicity details.
    
    Concrete Youth is happy for schools, organisations, settings, and venues to post about the session, provided any posts are appropriate and accurately represent the work of the charity.
    
    For public sessions, all marketing materials relating to the session that are issued by the venue must be approved in advance by Concrete Youth before publication or release.
    
    
16. MAILING LIST CONSENT
    If the booker asks to be added to Concrete Youth’s mailing list, they agree to receive regular emails from Concrete Youth.
    
    The booker may unsubscribe from the mailing list at any time.
    
    
17. DATA PROTECTION AND PRIVACY
    Concrete Youth will process personal information provided through this booking form for the purposes of managing the booking, delivering the session, invoicing, safeguarding, access support, communication, evaluation, and any agreed marketing activity.
    
    Where the booker provides personal, access, medical, safeguarding, or consent information about participants, the booker confirms that they have the appropriate authority or consent to share this information with Concrete Youth.
    
    Concrete Youth will handle personal information in line with its privacy policy and applicable data protection legislation.
    
    
18. INTELLECTUAL PROPERTY AND SESSION MATERIALS
    Unless otherwise agreed in writing, all workshop plans, creative materials, sensory stories, resources, session structures, training materials, and other intellectual property created or provided by Concrete Youth remain the property of Concrete Youth.
    
    The booker may not copy, reproduce, adapt, distribute, or commercially use Concrete Youth materials without prior written permission.
    
    Concrete Youth is a registered trademark in the United Kingdom, registered with the UK Intellectual Property Office. Unauthorised use of this trademark is strictly prohibited.
    
    
19. FORCE MAJEURE
    Concrete Youth will not be liable for any delay, cancellation, or failure to deliver a session where this is caused by circumstances outside its reasonable control. This may include, but is not limited to, illness, severe weather, transport disruption, venue closure, public health restrictions, emergencies, safeguarding concerns, or other events beyond Concrete Youth’s control.
    
    Where possible, Concrete Youth will work with the booker to rearrange any affected session.
    
    
20. CONTRACTS AND BINDING AGREEMENT
    An official contract can be signed between Concrete Youth and the booker upon the request of either party.
    
    Where a separate contract is not required, submission of this booking form and agreement to these terms will be treated as a binding booking agreement between Concrete Youth and the booker.
    
    
21. ACCURACY OF INFORMATION
    By submitting this form, the booker confirms that the information provided is accurate to the best of their knowledge.
    
    The booker agrees to notify Concrete Youth as soon as possible if any booking details change.
    
    
22. COMPLAINTS AND FEEDBACK
    Any concerns, complaints, or feedback about the session should be raised with Concrete Youth as soon as reasonably possible so that the matter can be reviewed and responded to appropriately.