The Creation Station

Activity Booking Terms and Conditions

Thank you for choosing The Creation Station. We are looking forward to helping you or your child explore, create and have fun. These terms apply when you book a class, club, course, holiday activity, camp, workshop or other creative activity provided under The Creation Station brand. We know terms and conditions are not the most exciting part of booking an activity, but they help everyone understand what to expect. Please read them before completing your booking.
By making a booking, you agree to these terms.

1. Who you are booking with

The Creation Station is a network of independently owned and operated local franchise businesses. Your activity will be delivered by the local Creation Station provider named on the booking page and in your booking confirmation. This local business is referred to in these terms as “we”, “us”, “our” or the “Provider”. Unless your booking confirmation says otherwise, your contract is with the local Provider delivering the activity. The Creation Station Limited provides the brand, booking technology, training, resources and support. It may also collect payments on behalf of the local Provider.

Questions about your booking should be sent to your local Provider using the details in your booking confirmation. Concerns that have not been resolved locally can be sent to: enquiries@thecreationstation.co.uk When these terms ask you to contact us “in writing”, this includes email or a message sent through our booking system.

2. Making a booking

The person making the booking must:

• be at least 18 years old;
• be authorised to make the booking for the child;
• provide complete and accurate information;
• have permission to accept these terms; and
• make sure relevant parents, carers and authorised collectors understand the arrangements.

Places are subject to availability. Your booking is confirmed once any required payment has been received or authorised and we have sent you a booking confirmation. Please check your confirmation carefully and let your local Provider know promptly if anything is incorrect. Your booking information will normally confirm:

• the activity;
• the date, time and venue;
• the age range;
• whether a parent or carer must stay;
• the price and payment arrangements; and
• anything your child/you need to bring or wear.

We may be unable to accept a booking if:

• the activity is full;
• the child does not meet the stated age requirements;
• payment has not been received;
• important medical, support or safeguarding information has not been provided; or
• we cannot safely provide the support the child requires.

We will always act fairly and will not discriminate unlawfully.

3. Activity-specific terms

Some activities may have additional booking conditions. This may include:

• Arty Parties;
• school activities;
• holiday camps;
• childcare services;
• commissioned events; and
• activities delivered with a venue or partner.

Any additional conditions will be shown or made available before you book. Where an activity-specific condition is different from these general terms, the activity-specific condition will apply to that booking.

4. Prices and payment

The full price will be shown before you complete your booking. This will include VAT where applicable. Any required booking, venue, materials, membership or administration charge will be clearly shown before payment. Optional extras will not be added without your agreement. Unless another arrangement is offered, payment must be made in full when you book.

Payment should be made:

• through our approved booking system;
• using another method shown on the booking page; or
• directly to the Provider where this has been agreed.

Please do not hand payment to an Activity Leader unless the Provider has confirmed that they are authorised to accept it. Where childcare vouchers or Tax-Free Childcare are accepted, you are responsible for:

• sending payment to the correct Provider;
• using the requested payment reference; and
• allowing enough time for the payment to arrive.

A place may be paused or withdrawn if payment remains outstanding after we have contacted you and allowed a reasonable opportunity to pay. Promotional codes and discounts:

• must be used before payment is completed;
• only apply to the activities stated;
• cannot be exchanged for cash;
• cannot normally be combined; and
• may be changed or withdrawn for future bookings.

We will not increase the price of a confirmed booking unless you request a change, agree to an additional service or there has been an obvious pricing error.

5. Credits and pay-in-advance bookings

Single activities and courses may need to be paid for in advance. A child may not be able to participate until the required payment has been received. Credits must be used within the period shown when they are issued. Unless we tell you otherwise, credits will expire 12 months after they are issued. We may extend a credit in exceptional circumstances, but this cannot always be guaranteed.

6. Monthly and recurring payments

Some Providers offer monthly or automatically renewing payment plans for regular classes and clubs.

Unless different conditions are shown before you join, a recurring plan:

• renews automatically each payment period;
• may be cancelled with 30 days’ notice;
• remains payable during the notice period; and
• allows your child to attend sessions covered by the paid notice period.

Cancellation must be completed through the booking system or sent to the Provider in writing. Stopping a Direct Debit or payment instruction does not, by itself, cancel your booking or remove responsibility for money already due. We will normally give at least 30 days’ notice of a price increase. Where an increase is significant, you may cancel before the new price takes effect. If a recurring payment is missed, we may pause the child’s place. We will normally contact you first and give you a reasonable opportunity to correct the payment. Any deposit will be explained before you join. A refundable deposit will be returned when the plan ends, less any amounts properly due.

7. What to expect from a creative activity

Our activities are designed to inspire imagination, nurture potential and give every attendee the freedom to explore their creativity. Every attendee creates and develops differently. Booking an activity provides an opportunity to participate, but it does not guarantee:

• a particular artistic result;
• completion of a particular item;
• a specific level of skill or educational progress;
• a particular developmental or wellbeing outcome; or
• that an attendee’s creation will look exactly like an example.

An attendee’s experience may be influenced by their age, confidence, interests, attendance, engagement and individual needs. We celebrate individual ideas and may adapt activities so children can take part in a way that works for them.

8. Changes to an activity

We will always aim to deliver the activity as described. Sometimes we may need to make reasonable changes to:

• the Activity Leader;
• the materials;
• the room or activity space;
• the timetable;
• the order of activities; or
• the creative project.

This may be because of safety, availability, the needs or ages of the children, venue requirements, staffing or circumstances outside our control. Where a planned material is unavailable, we may use a suitable alternative. A small change that does not significantly reduce the overall activity will not normally qualify for a refund. If we make a significant change to the date, time, venue or nature of an activity and you cannot attend, we will offer an appropriate:

• alternative activity;
• account credit; or
• refund for the affected activity.

9. Activity Leaders

Activity Leaders are selected and appointed by the local Provider. We aim to provide consistency for regular activities, but we cannot guarantee that the same Activity Leader will attend every session. An appropriate substitute Activity Leader may be used where necessary. A change of Activity Leader will not, by itself, qualify for a refund where the activity continues to be provided with reasonable care and skill. Any concerns about an Activity Leader should be raised promptly with the local Provider. Providers are responsible for completing the recruitment, suitability and safeguarding checks appropriate to each role.

10. Activities where parents and carers stay

The booking information will tell you when an adult must remain at the activity. During a parent-attended activity:

• the accompanying adult remains responsible for supervising the child;
• the child must not be left unattended unless this has been expressly agreed;
• reasonable safety and venue instructions must be followed; and
• responsibility for the child does not transfer to the Provider.

The accompanying adult is responsible for every child they have agreed to supervise. Siblings may only attend where this is permitted in the activity information or agreed with the Provider. Babies and children under the age of six unless specified in the booking, must remain within the immediate supervision of their accompanying adult.

11. Activities where children stay without a parent

For a child-only activity, our responsibility begins when:

• the child arrives during the agreed arrival period;
• the child is signed in or formally handed over; and
• a member of our team accepts responsibility for them.

Our responsibility ends when the child:

• is signed out;
• is handed to an authorised collector; or
• leaves under an agreed independent travel arrangement.

Parents and carers remain responsible for the child before sign-in and after sign-out. For school-based activities, responsibility will transfer according to the arrangements agreed between the school and the Provider. Where the booking information says that a parent or carer must remain on the premises, that adult must remain available and contactable throughout.

12. Attendance

Please help your child arrive promptly and ready to take part. Arriving late can disrupt the activity and may mean the child misses important instructions. We may be unable to admit a child who arrives so late that joining would be unsafe or significantly disruptive.

A refund will not normally be provided for:

• arriving late;
• leaving early;
• missing a session;
• family holidays;
• other appointments or commitments; or
• choosing not to attend when the activity is running as planned.

Where possible, the Provider may offer a transfer or alternative session. This depends on availability and cannot be guaranteed.

13. Tell us what your child needs

We want every child to feel safe, supported and able to enjoy their creative experience. You must provide complete and accurate information about anything that may affect the child’s:

• health;
• safety;
• wellbeing;
• participation;
• behaviour support;
• dietary needs;
• medical care; or
• collection arrangements.

This includes relevant information about:

• medical conditions;
• allergies and intolerances;
• prescribed medication;
• disabilities;
• special educational or additional needs;
• communication and sensory needs;
• emotional or behavioural needs;
• toileting or personal care;
• serious previous incidents; and
• safeguarding or family circumstances relevant to safe care or collection.

Please update this information whenever anything changes. For ongoing bookings, we may ask you to reconfirm the information at least once every twelve months or before a new term or holiday programme. Important information should be added to the booking system and discussed directly with the Activity Leader where appropriate. We may be unable to admit a child or may ask for them to be collected if important information has not been shared and we do not believe they can continue safely.

14. Inclusion and additional needs

We warmly welcome children with disabilities and additional needs. We want every child to feel included, valued and recognised for the amazing individual they are. Please contact the Provider before booking, or as early as possible, if the child:

• requires one-to-one support;
• has significant medical, communication, behavioural or personal-care needs;
• may need an adjustment to the environment or activity; or
• requires an individual support plan or risk assessment.

We will talk with you about the child’s needs and consider reasonable adjustments. Specialist or one-to-one support cannot be guaranteed unless it has been discussed and agreed in writing.

We may need to:

• request further information;
• agree a support or healthcare plan;
• adapt the activity;
• arrange additional staffing;
• ask a parent or support worker to stay in line with our policy;
• suggest a more suitable activity; or
• delay attendance while suitable arrangements are made.

We will only decline or withdraw a place where, after considering reasonable adjustments, we reasonably believe that the child’s needs cannot be met safely or without creating an unacceptable risk.

15. Health and illness

Children should not attend if:

• they are too unwell to take part comfortably;
• they need care that has not been agreed;
• their attendance may create a significant infection risk; or
• public health guidance says they should remain at home.

A child who has experienced vomiting or diarrhoea should not attend until at least 48 hours after the final episode, unless current public health guidance says otherwise. Please tell the Provider promptly if the child develops an infectious condition that may affect other people who attended. If a child becomes unwell during an activity, we may:

• provide appropriate first aid;
• move them away from the main group where reasonably possible;
• contact a parent, carer or emergency contact; and
• ask for the child to be collected promptly.

Refunds are not normally provided for an isolated absence caused by illness. For a serious or prolonged illness, the Provider may consider a transfer, credit or partial refund. We may reasonably ask for supporting information.

16. First aid, medication and emergencies

By making a booking, you authorise appropriately trained members of our team to provide basic first aid when reasonably needed. You also authorise us to contact the emergency services and seek urgent medical help where we reasonably believe this is necessary. Medical treatment decisions will be made by appropriately qualified healthcare professionals. We will make reasonable efforts to contact the child’s parent, carer or emergency contact as soon as possible. Medication can only be administered where:

• this has been agreed in advance;
• the required information and consent have been provided;
• the medication is prescribed for the child where applicable;
• it is in its original packaging;
• it is clearly labelled with the child’s name and instructions; and
• it is within its expiry date.

Medication must not be left in a child’s bag without informing the Activity Leader. We may be unable to accept a child if essential medication, medical information or consent has not been supplied.

17. Food, drinks and allergies

The activity information will explain whether food and drinks should be brought from home, are provided or available to purchase. You must provide accurate information about allergies, intolerances and dietary requirements. Food brought from home must follow any allergy or venue rules we provide. Unless we tell you otherwise, nuts and products containing nuts must not be brought to child-only activities. We will take reasonable precautions, but we cannot guarantee that an activity or third-party venue will be completely free from a particular allergen. Drinking water will be reasonably available.

18. Clothing, materials and belongings

Creativity can be wonderfully messy. Please make sure attendees wear suitable clothing and footwear that may become marked or stained. Some paints, inks, glues, dyes and other creative materials may leave permanent marks. We are not responsible for ordinary staining or damage caused through normal participation where reasonable care has been taken. Please do not bring valuable or unnecessary belongings. Clothing, bags, lunch boxes, water bottles and other belongings should be clearly labelled. We are not responsible for lost or damaged belongings unless this was caused by our failure to take reasonable care. Lost property may be kept for a reasonable period before being donated, recycled or disposed of.

19. Venues and keeping everyone safe

Children, parents, carers, siblings and visitors must follow:

• reasonable instructions from the Activity Leader;
• health and safety requirements;
• safeguarding arrangements;
• fire and evacuation procedures; and
• the rules of the venue.

Entry may be refused where someone:

• creates a safety or safeguarding concern;
• refuses to follow reasonable instructions;
• behaves abusively or threateningly;
• appears unable to supervise a child safely; or
• seriously breaches a venue rule.

A refund will not normally be provided where someone cannot participate because of a serious breach of these terms. Any amount retained will be fair and will consider the services already provided, unavoidable costs and whether the place can be filled. Mobile phones, cameras and recording equipment must never be used in toilets, changing areas or anywhere their use could create a safeguarding concern. We may restrict photography, filming or phone use during an activity. Please report any concerns about the venue to the Activity Leader promptly.

20. Positive and respectful behaviour

We want every Creation Station activity to feel positive, joyful, respectful and inclusive. Children, parents and carers must treat other children, families, team members and venue staff with respect.

We do not accept:

• bullying;
• discrimination;
• harassment;
• threatening or abusive behaviour;
• deliberate damage;
• persistent, serious disruption; or
• behaviour that places anyone at risk.

We use positive, supportive and age-appropriate approaches to behaviour. Where behaviour becomes a concern, we will normally:

• support and redirect the individual;
• explain what is expected;
• consider whether an adjustment may help;
• record significant incidents; and
• discuss ongoing concerns with a parent or carer.

We may ask for an individual to be collected immediately or end their place where:

• behaviour creates a serious or immediate risk;
• serious violence, abuse or deliberate damage occurs;
• reasonable support has not been successful;
• an individual behaves abusively or threateningly; or
• continuing the booking would create an unreasonable risk.

Where we end a booking because of behaviour, payments for future activities that will not be provided will be refunded, less any fair and reasonable direct losses. Serious incidents may be reported to the venue, school, safeguarding authority, police or another appropriate organisation.

21. Arrival and collection

individuals must arrive and be collected at the times shown in the booking information. We cannot take responsibility for a child before the advertised arrival time unless an earlier arrival has been agreed. Only authorised people may collect a child from a child-only activity. We may request:

• identification;
• a collection password; or
• confirmation from a parent or legal guardian.

Please tell us in advance if the collection arrangements change. We will not release a child to someone we reasonably believe:

• is not authorised;
• cannot provide the required identification;
• presents a safeguarding concern; or
• is not in a suitable condition to care for the child safely.

A child may only leave independently where:

• any minimum age requirement is met;
• written parental permission has been provided; and
• the Provider has agreed to the arrangement.

22. Late collection

Please contact the Activity Leader immediately if you expect to be late. Late collection may result in a fee defined by the Provider. Any fee will reasonably reflect the additional staffing, venue and administration costs. If a child is not collected, the Provider will try to contact:

• the parent or carer;
• authorised collectors; and
• emergency contacts.

Where nobody can be contacted, or where a safeguarding concern arises, we will follow our uncollected-child procedure. This may include contacting children’s social care or the police. Repeated late collection may result in future bookings being refused or ended after reasonable notice.

23. Safeguarding

The welfare and safety of children are at the heart of everything we do. We may record and report:

• safeguarding concerns;
• disclosures;
• accidents and injuries;
• significant behavioural incidents;
• collection concerns; and
• concerning adult behaviour.

Where appropriate, relevant information may be shared with:

• the school or venue;
• local authorities;
• children’s social care;
• safeguarding partners;
• healthcare professionals;
• emergency services; or
• the police.

Information may be shared without consent where asking for consent could place someone at risk, interfere with a safeguarding response or where sharing is otherwise permitted or required by law.

24. Photography and filming

Permission for promotional photography or filming will be requested separately from accepting these terms.  You do not have to agree to marketing photography for your child to attend an activity. Permission options may include:

• photographs connected with the child’s artwork or activity;
• images shared privately with participating families;
• local Creation Station publicity;
• national Creation Station publicity;
• social media;
• printed materials; and
• approved press or partner campaigns.

You may withdraw permission for future use by contacting the Provider. Withdrawing consent may not affect materials that have already been lawfully published, printed or distributed. Parents and carers must respect the privacy of other children when taking or sharing photographs.  We may restrict personal photography or filming for safeguarding, privacy or venue reasons.

25. Personal information and privacy

We will handle personal information in accordance with data protection law and our privacy notice. Information may be processed by:

• the local Provider;
• The Creation Station Limited;
• our booking and payment providers;
• the relevant school or venue;
• approved service providers; and
• safeguarding or public authorities where appropriate.

Medical, support and safeguarding information will only be shared with people who reasonably need it. Marketing preferences are separate from the information needed to manage a booking. You are responsible for ensuring that details provided for authorised collectors and emergency contacts are accurate and have been supplied lawfully.

26. Cancelling your booking

How to cancel You can request a cancellation:

• through the booking system, where this option is available; or
• by contacting the Provider in writing.

Your cancellation takes effect when the Provider receives it. A voicemail, text or social media comment may not be accepted as a cancellation unless the Provider confirms it has been received.

Single sessions, workshops and holiday activities

Unless different cancellation terms were shown before you booked:

• More than 14 days before the activity: a full refund.
• Between14 days and 48 hours before the activity: a transfer or account credit.
• Less than 48 hours before the activity: no automatic refund or credit.
• Not attending without notice: no automatic refund or credit.

Where we are able to fill your cancelled place, we will provide a refund less any reasonable administration costs already incurred. Any amount retained will not be more than the direct loss reasonably caused by the cancellation.

Courses, blocks and termly clubs

Before a course begins, the cancellation arrangements above will apply unless different terms were shown when you booked. Once a course has begun:

• refunds or credits are not normally provided for individual missed sessions;
• you may ask to withdraw from the remaining course;
• we will consider whether the place can be filled; and
• any refund will consider the unused sessions, costs already incurred and losses that could not reasonably be avoided.

Monthly and recurring plans

Recurring plans can be cancelled in line with section 6. Refunds are not normally provided for sessions a child chooses not to attend during the notice period.

Transfers and credits

Transfers and credits:

• are subject to availability;
• must normally be used with the same Provider;
• cannot be exchanged for cash;
• may be limited to a similar activity; and
• must be used before their expiry date.

Illness and exceptional circumstances

We understand that unexpected things happen. The Provider may offer a transfer, credit or refund in exceptional circumstances, including serious or prolonged illness. Supporting information may reasonably be requested.

Your legal rights

Nothing in these terms takes away your statutory rights. Activities provided on a specific date or during a specific period may not include the usual 14-day cancellation period that applies to some online purchases. Where a statutory cooling-off period does apply, we will explain how it works before the service begins.

27. When we need to cancel

We may need to cancel an activity because of:

• insufficient bookings;
• Activity Leader illness or unavailability;
• venue or school closure;
• severe weather;
• equipment or utility failure;
• safeguarding or safety concerns;
• public health requirements; or
• another circumstance that makes the activity unsafe or impractical.

We will provide as much notice as reasonably possible.

Where we cancel, we will offer an appropriate:

• replacement session;
• transfer;
• account credit; or
• refund for the activity that was not provided.

Where a replacement activity is materially different and you cannot reasonably attend, you may choose a credit or refund instead. Credits issued following a cancellation by us will normally remain valid for 12 months.  We are not responsible for indirect costs such as travel, accommodation, alternative childcare or loss of earnings unless the law says otherwise.

28. Weather and circumstances outside our control

If a venue closes, an Activity Leader cannot travel safely or we decide that an activity cannot operate safely, the cancellation arrangements in section 27 will apply. If the activity and venue remain open but you decide not to travel or attend, the normal customer cancellation terms will apply. Circumstances outside our reasonable control may include:

• extreme weather;
• widespread transport disruption;
• fire or flood;
• serious utility failure;
• epidemic or pandemic restrictions;
• government action;
• civil emergency; or
• an unexpected venue closure.

Where an activity cannot be provided, we will act fairly and offer an appropriate transfer, credit or refund for the part that was not delivered, taking account of unavoidable costs and our legal obligations.

29. Ending a booking

We may end or suspend a booking where:

• payment remains overdue;
• essential information has not been provided;
• there is a serious or repeated breach of these terms;
• participation creates an unacceptable safety or safeguarding risk;
• abusive or threatening behaviour occurs; or
• reasonable adjustments cannot make continued participation safe.

Unless immediate action is needed, we will normally explain the concern, give you a reasonable opportunity to address it and provide reasonable notice. Payments for future activities that will not be delivered will be refunded, less any fair and reasonable loss directly caused by the breach.

30. Our responsibility to you

We will provide our activities with reasonable care and skill. We are responsible for foreseeable loss or damage caused by our failure to comply with these terms or to use reasonable care and skill. We are not responsible for loss or damage that could not reasonably have been expected when the booking was made. These terms apply to personal and family bookings, so we are not responsible for business losses. We will take reasonable steps to identify and report venue hazards. We are not responsible for premises or equipment outside our control unless we failed to take reasonable care. Nothing in these terms limits or excludes responsibility where doing so would be unlawful. This includes responsibility for:

• death or personal injury caused by negligence;
• fraud or fraudulent misrepresentation;
• breach of statutory consumer rights; or
• anything else that cannot legally be excluded.

31. Your responsibilities

You are responsible for:

• providing complete and accurate information;
• ensuring the child is well enough to participate;
• following supervision, arrival and collection arrangements;
• following reasonable safety instructions;
• paying amounts properly due; and
• telling us promptly when anything affecting the booking changes.

You may be responsible for the reasonable cost of deliberate damage caused by the child or an accompanying adult. We will consider the person’s age, individual circumstances and whether the damage was genuinely deliberate before asking for payment.

32. Complaints and concerns

We want every family to have a positive Creation Station experience. Please raise any concern promptly with your local Provider so they have the opportunity to help. A formal complaint should include:

• your name;
• the booking details;
• the child’s name, where relevant;
• what happened;
• when it happened; and
• what you would like us to do.

The Provider will investigate the concern in line with their complaints procedure. If the matter cannot be resolved locally, it may be referred to The Creation Station Limited at: enquiries@thecreationstation.co.uk  The Creation Station Limited may review how the concern was managed, request information from the Provider and support communication between everyone involved. Unless The Creation Station Limited provided the activity directly, this support does not transfer the local Provider’s contractual responsibilities to The Creation Station Limited.

33. Changes to these terms

We may update these terms for future bookings. The version accepted when you make your booking will normally continue to apply to that booking. We may need to change an existing arrangement where required by law, safeguarding, public health guidance, venue rules or an urgent safety concern. We will explain any significant change and how it affects your booking.

34. A few final legal points

If part of these terms is found to be unlawful or unenforceable, the rest will continue to apply. A delay in enforcing a right does not mean that the right has been given up. A Provider may transfer its rights or responsibilities where this does not reduce your rights or as part of a legitimate business transfer. You may only transfer a booking to another person where the Provider agrees. These terms are governed by the law that applies in the part of the United Kingdom where the Provider operates. Nothing in these terms affects your statutory rights.

35. Accepting these terms

By completing your booking, you confirm that:

• you are authorised to make the booking;
• the information you have supplied is complete and accurate;
• you understand whether a parent or carer needs to stay;
• you have shared relevant medical, allergy, support and collection information;
• you have read these terms and any activity-specific conditions; and
• you agree to follow them.

Thank you for helping us create safe, happy and inspiring experiences where every person can explore their ideas, build confidence and enjoy the wonderful world of creativity.