1. Booking Process

• Schools can request a booking by completing the online booking form available on our website.

• Upon receiving the form, we will contact the school via email to discuss and confirm workshop or trip details, including preferred dates, number of participants, and specific requirements.

• A booking is considered confirmed only when a confirmation email has been sent by us, following receipt of all necessary information.

 

2. Cancellations

School-Initiated Cancellations:

• Cancellations made at least 21 calendar days prior to the scheduled date will not incur any charges

• Cancellations made within 21 calendar days of the scheduled date may incur a cancellation fee of up to 50% of the total booking cost, depending on circumstances.

• Schools are encouraged to inform us as early as possible if they need to cancel or reschedule

Provider-Initiated Cancellations:

In the unlikely event that we are unable to deliver the session due to illness or unforeseen circumstances, we will offer to:

• Reschedule the session to a mutually agreed date, or

• Cancel the session with no charges incurred, depending on the school’s preference

 

3. Weather Policy (Outdoor Sessions only)

Outdoor sessions will proceed in most weather conditions, including light or moderate rain.

If severe weather (e.g. storms, high winds or weather that poses safety risks) are forecast or occur, the session will be:

• Rescheduled, or

• Cancelled with no charges occurred, depending on the school’s preference.

The decision to cancel due to weather will be made by us, with safety as the top priority.

 

4. Payment Terms

• Following completion of the workshop or field trip, an invoice will be sent to the school via email.

• Schools are required to make full payment within 30 calendar days of the invoice date.

• Payment details and methods will be provided on the invoice.

• We reserve the right to charge statutory interest and reasonable administrative fees on late payments, as permitted by law.

 

5. Responsibility and Supervision

• While we provide engaging, hands-on science learning experiences, school staff remain responsible for student supervision and behaviour throughout the session.

• We hold an Enhanced DBS and follow safeguarding procedures. Please email info@nature-lab.co.uk for a copy of our safeguarding policy.

• Schools remain responsible for ensuring adequate staffing levels in line with their safeguarding policies and local regulations.

 

6. Health and Safety

• All sessions are fully risk-assessed and delivered in accordance with relevant health and safety standards.

• Schools must inform us in advance of any medical, behavioural or accessibility needs that could affect participation or require adaptations.

• Please email info@nature-lab.co.uk for a copy of our full health and safety policy, and risk assessments for individual sessions

 

7. Changes to Bookings

• Requests to modify booking details (e.g. participant numbers, start time) can usually be accommodated up to 7 days before the scheduled date, subject to availability and agreement.

• We reserve the right to adjust pricing in the event of significant changes to session requirements.

 

8. Force Majeure

• We are not liable for any failure to perform or delay in performance due to circumstances beyond our reasonable control, including but not limited to natural disasters, extreme weather, transport disruptions, illness, industrial action or government restrictions.

• In such cases, we will work with the school to reschedule or cancel without penalty.

 

9. Data Protection & Privacy

• Personal data submitted through our booking form or via correspondence will be collected and used solely for the purpose of managing your booking and delivering our services.

• We store data securely and do not share it with third parties unless legally required or with the school’s explicit consent.

• By submitting a booking, you consent to the processing of data in accordance with UK data protection legislation (GDPR and the Data Protection Act 2018).

 

10. Acceptance of Terms

By submitting a booking form and proceeding with a confirmed session, the school agrees to these terms and conditions.