Schools & Community Groups Workshop Booking Terms & Conditions

Inspire-works Ltd
Company Registration Number: 08334254
VAT Registration Number: 153 1405 47

Safeguarding & DBS

The safety and wellbeing of children and young people is our highest priority.

All Inspire-works facilitators have successfully completed Child Protection and Safeguarding training through Inspire-works, the NSPCC, the Musicians' Union or a Local Authority.
Every facilitator holds a current Enhanced DBS certificate, is registered with the DBS Update Service, and carries photographic identification and DBS details to every workshop.
A copy of our DBS Statement is available to download from our website.

Insurance

Inspire-works Ltd holds £2 million Public Liability Insurance. A copy of our insurance certificate can be provided on request.

Where required, we are also happy to supply risk assessments, method statements and any other documentation requested by your school or organisation in advance of the workshop.

Care of Instruments & Equipment

Our workshops use a wide range of professional musical instruments, many of which are specialist, handmade or culturally significant items of considerable value.

We ask that all instruments and equipment are treated with reasonable care throughout the workshop. Schools or organisations may be charged for the repair or replacement of any instruments or equipment damaged through misuse, negligence or deliberate damage beyond normal fair wear and tear.

Booking Confirmation & Purchase Orders

A booking is not confirmed until Inspire-works has received either:

a 50% booking payment, or
for state-funded schools whose financial procedures do not permit advance payments, an authorised purchase order for the full booking value.

Where a purchase order is required, it must be received before the workshop takes place. Inspire-works reserves the right to postpone or cancel workshops where no booking payment or authorised purchase order has been received.

Provisional dates may be released if the booking payment or purchase order is not received within the agreed timescale.

Booking & Payment Terms

Schools able to pay a booking deposit:

A 50% booking payment is due within 14 days of booking confirmation.
Receipt of the booking payment secures the workshop date, facilitators, vehicles and equipment.
The remaining balance is payable within 7 days of the workshop date.

State-funded schools unable to pay in advance:

We appreciate that some Multi-Academy Trusts, Local Authority schools and other state-funded schools have financial procedures which do not allow advance payments.

In these circumstances, Inspire-works will accept an authorised purchase order for the full booking value in place of the 50% booking payment. Alternative payment terms of up to 30 days from the invoice date may be agreed in writing before the purchase order is issued.

Cancellation & Rescheduling

If you need to cancel or rearrange your booking, please notify Inspire-works in writing as soon as possible.

Bookings cancelled or rescheduled with more than one calendar month's written notice will not incur any cancellation charge.

Where less notice is given, the following cancellation charges will apply:

4 weeks' notice: 25% of the agreed workshop fee
3 weeks' notice: 50% of the agreed workshop fee
2 weeks' notice: 75% of the agreed workshop fee
Less than 1 week's notice: 100% of the agreed workshop fee

Where a 50% booking payment has already been received, this payment forms part of the above cancellation charges.

Whenever possible, Inspire-works will endeavour to offer an alternative workshop date instead of cancelling the booking. Rescheduling is entirely at Inspire-works' discretion and is subject to facilitator availability, venue availability and operational commitments.

School Closures, Extreme Weather & Other Unforeseen Circumstances

If a workshop cannot take place because the school or organisation is closed (for example due to severe weather, flooding, extreme heat, industrial action, public health restrictions, security incidents or any other unforeseen closure), please notify Inspire-works by both telephone and email as soon as the closure is known.

Where less than 24 hours' notice is given, Inspire-works reserves the right to charge the full workshop fee, as facilitators, vehicles, travel arrangements and equipment will already have been allocated and costs incurred.

Where sufficient notice is provided, we will always try to rearrange the workshop where reasonably possible.

Circumstances Beyond Our Control

Whilst every effort will be made to deliver your workshop as booked, Inspire-works shall not be liable for any delay or cancellation resulting from circumstances beyond our reasonable control. These may include (but are not limited to):

severe weather;
flooding;
road closures or major traffic disruption;
accidents;
vehicle breakdown;
illness or injury affecting facilitators;
industrial action;
government restrictions; or
any other event beyond our reasonable control.

Where such circumstances prevent the workshop from taking place, Inspire-works will work with the school or organisation to rearrange the booking at the earliest mutually convenient opportunity. If this is not possible, any payments relating to services not delivered will be refunded in full.

Photography & Filming

Inspire-works will only photograph or film workshops with the prior agreement of the school or organisation and in accordance with the school's safeguarding and photography policies.

Where appropriate permissions have been obtained, photographs or video footage may be used by Inspire-works for promotional purposes, including our website, social media channels, printed publicity and funding or award applications.

Payment Methods

We do not accept payment by cheque.

Payment can be made by:

BACS bank transfer
Credit or debit card

Late Payment

Inspire-works reserves the right to charge interest and compensation on overdue invoices in accordance with the Late Payment of Commercial Debts (Interest) Act 1998