The Writers' Summer School Terms & Conditions
The Writers’ Summer School (‘the School’) is a charitably incorporated organisation (Registered Charity No. 1168531). References to ‘us’, ‘we’ and ‘our’ shall refer to the School. References to ‘you’ and ‘your’ shall refer to the person completing a booking application or, where relevant, the delegate attending the school. References to the Officers or the Committee shall refer to the relevant members of the current School Committee.
In making a booking online, by phone or by post to attend The Writers’ Summer School, you agree to the following terms and conditions:
All bookings must be accompanied by either full payment or, where payment is by instalments, by the first instalment. You should not consider your booking as definite until we have confirmed it in writing (usually by email). Payment by instalments is at our discretion and an instalment booking is not definite until the proposed instalment payments have been agreed in writing by us. If we do not receive all instalments when they are due, we reserve the right to treat this as a cancellation by you and offer the place to someone else.
Please note that part-time bookings will not be accepted before 1st May in the School's year and cannot be purchased via online booking. You may wish to notify the treasurer of your desired part-time days, but this does not guarantee a part-time booking, as availability depends on the number of full-time bookings received by 30th April.
You must be an adult to attend the School. By making the booking you confirm that you will be at least 18 years old at the start of the School week.
Cancellation and transfer
For bookings made up to eight weeks before the start of the School, you may withdraw within seven working days of the day you received your booking confirmation and receive a full refund. Otherwise, bookings cancelled up to eight weeks before the start of the School will be refunded less an administration charge of £50.
No refunds can be made regarding cancellations received less than eight weeks before the start of the School, however you will be offered the opportunity to send someone else in your place. Following your cancellation, should all contracted places be sold by the start of the School, your fees may be refunded less a £50 administration charge after the School.
A delegate place at the School may be used only by the person named in the booking application except where it has, with our agreement, been transferred to another person before commencement of the School.
Please note that if you leave the School after it has begun, you will not be entitled to a full or partial refund. Any refunds made following cancellation because of illness, bereavement, family emergency or similar events will be at the sole discretion of the School.
Delegates attending the School will become members of The Writers’ Summer School CIO, allowing attendance and voting at the Annual General Meeting (held during each year’s School) under The Writers’ Summer School Constitution, which can be found here. If you do not wish to become a member, please let us know.
We reserve the right to change the advertised programme. Occasionally, a tutor or workshop leader may not attend at short notice. Whilst we will endeavour to provide a similar course or workshop, on rare occasions we may need to cancel a session but, as alternative sessions are available, no full or partial refund will be given, and any change does not affect our cancellation policy.
Views expressed by speakers, tutors and workshop leaders are their own. The School accepts no liability for advice given, or views expressed, by any speaker, tutor or workshop leader at the conference or in any material provided to delegates.
Whilst every effort will be made to accommodate room choices, and rooms provided will meet the standard chosen at booking (e.g. en-suite) and will meet any personal mobility needs of which we are aware, we do not guarantee your occupation of a particular room.
If you need a ground floor room or a wheelchair adapted room, or you have any other particular accommodation requirements, these must be notified at the time of booking. Any special requirements notified after booking must be made by email only and may not be met because of time or availability constraints.
Please note that room upgrades will not be available during the week of the School because of contractual restrictions.
All main conference halls at The Hayes are accessible for delegates with disabilities and feature hearing aid loops. There are accessible bedrooms available for those with limited mobility. Please ensure that you notify us of your requirements when booking, so that appropriate accommodation may be reserved for you. If you will be accompanied by a personal carer, please ensure that this is clear when you book to ensure that you are allocated adjacent rooms.
Health and Safety
You must comply with all relevant statutes, safety announcements and venue regulations whilst attending the School. We reserve the right to impose conditions to protect participants and venue staff, such as a Covid pass (requiring proof of vaccination, a negative Covid test or a positive Covid PCR test within a defined period) or the wearing of face coverings, whether required by law. Failure to comply with such conditions will cause you being refused entry or being required to leave the School. You will have no entitlement to a refund (full or partial) of the fee paid.
Conduct and Safety
The Writers’ Summer School is a supportive environment that depends on the mutual tolerance and understanding of all delegates, tutors, committee members and the staff of The Hayes. Please be thoughtful and respectful and help us foster an atmosphere conducive to creativity, relaxation and enjoyment. We reserve the right to refuse a place and/or to exclude any delegate who, in the judgement of the Officers of the Committee, behaves in an abusive or disruptive manner or engages in discriminatory conduct or harassment. Our policy on harassment can be found here. No refund will be given if a delegate is excluded for these reasons.
We reserve the right to ask a delegate to leave the School if the Officers of the Committee judge the delegate is behaving in a manner which may physically or mentally cause harm to others or to property or to their self because of their mental or physical health, behaviour or apparent state of mind or because of dementia or intoxication. A delegate in need of personal care who arrives without an appropriate attendant may also be asked to leave. Where necessary, we will contact a delegate’s named Emergency Contact, health professionals or the authorities to facilitate a safe and supervised departure. Any refunds made in these circumstances will be at the sole discretion of The Writers’ Summer School.
Visitors to the School are not permitted without permission from the Secretary, to whom prior notice of the name and time of visit must be provided.
You agree to indemnify the School for any additional charges levied by The Hayes regarding any damage caused by you during your stay.
Photography and Filming
Photographs or video/digital recordings may be made during the week of the School for promotional purposes. Please notify us if you do not give permission for the use of these images.
No photography, filming or recording, publication, broadcast or other dissemination of the content of courses or workshops is permitted by delegates without the express agreement of the tutor or workshop leader. Photographs or video/digital recordings made by delegates of entertainment events must not be uploaded to social media without the permission of the subject(s) of the photograph or recording.
Apart from assistance dogs, no pets are permitted at the School.
Loss and Insurance
We cannot accept responsibility for any loss, damage or expense sustained by delegates because of an event or circumstance whether arising from natural cause, human agency, or otherwise beyond our control. If the School is cancelled, our liability is limited to return of the fees paid.
Travel costs or other losses incurred by you in the event of cancellation by us or you will not be reimbursed. We strongly recommend that you take out travel/holiday insurance to cover potential loss arising from cancellation or any other eventuality which could affect your booking.
Comments and Complaints
Each year, we invite you to provide comments on all aspects of the school, as well as suggestions for improvement, by completing a feedback form. If the form is not sufficient for your needs, or you have a more serious issue and wish to make a formal complaint, then the procedure can be found here (pdf) or here (docx).
Privacy and Data
By booking, you agree we may collect and store relevant personal information about you. This may include your personal contact details, details of your booking and your booking history, including any access and dietary needs you have told us about. All personal information is kept secure in electronic systems. We do not store payment card details. Our full data policy is available to read here.
The contract between you and The Writers’ Summer School is governed by English law. If you have questions about these Terms and Conditions, please email the Secretary at firstname.lastname@example.org.