These Planetarium Booking Guidelines set out the requirements for our mobile planetarium, so please read them carefully to avoid disappointment on the day of our visit. We want to be completely transparent about our payment terms and cancellation policy, so please pay particular attention to Nos. 11 and 12 below.
1. SITE ACCESS
Our equipment is very heavy and is transported in wheeled hard cases and on our own trollies. All equipment will fit through a standard door width, but nothing narrower. Access to the hall or space where the planetarium is to be set up MUST be level or ramped, with no steps. Access must be provided via a lift if set up is required anywhere other than ground floor level. If there are any steps, no matter how small, you MUST let us know in advance.
2. LOCATION & SPACE REQUIRED
The dome is for indoor use only. It requires a minimum floor area of 6 x 6 metres, plus a minimum height of 3.2 metres. The floor MUST be clean and dry. We reserve the right to refuse show delivery if this condition is not met. Please be aware that raised or sprung floors will cause vibration to the projection equipment, resulting in shaky images on the projection screen inside the dome. Access to two adjacent plug sockets within 25 metres of the dome is essential.
Please be aware that the audience (including staff) within the dome will be seated on the floor. You may like to supply gym mats, cushions or bean bags to make the audience more comfortable. If chairs are required, the capacity is reduced and the chairs must be supplied by the school/venue. If you need Creative Space to supply cushions or mats, you MUST let us know at the time of booking.
We are happy to work with all participants with special educational needs and disabilities (SEND), and will do our utmost to accommodate everyone.
• We can include a small number of wheelchairs per show, or one wheeled trolly bed, together with carers and able participants.
• Our presenters are happy to wear Assistive Learning System devices for audience members with hearing difficulties and will work with signing assistants to facilitate the best possible experience within the dome.
• For schools with children and staff unable to sit on the floor, we can include chairs supplied by the school, but ONLY if this request is made prior to setting up.
• We are happy to work with all on the autistic spectrum and can keep noise levels to a minimum if made aware of participants’ needs.
If you need our planetarium shows to fit into your school day, you must supply Creative Space with your school timetable at the time of booking or as soon as possible once the booking has been confirmed. If relevant, it’s advisable to liaise with facilitators of Breakfast Club and After School Clubs before giving us your timetable. If you are not a school, please supply Creative Space with an indication of your preferred timings, including show length.
6. SET UP & TAKE DOWN TIMES
Our equipment takes up to an hour to set up at the start of our visit and up to 40 minutes to pack down at the end of the visit. Ideally, we will need access to your site/venue at least one hour before the first scheduled planetarium show is due to begin and at least 40 minutes after the last show has finished. You must allow for these times when deciding on show length and number of shows required. If our equipment is to be set up in a school hall that is used for lunch, please be aware that we will need 40 minutes to pack it away and another 40 minutes to set it all up again after the hall has been thoroughly cleaned following lunch. PLEASE NOTE: We cannot set up on a wet floor, so if the hall is mopped, you’ll need to allow time for it to dry before we set up.
Creative Space will supply one or two members of staff for set up/take down and guiding visitors in and out of the dome. During the shows, it is essential that at least one school staff member accompanies groups of children under the age of 16.
8. SUPERVISION & BEHAVIOUR
For public shows, all children under the age of 16 MUST be supervised by an adult parent/carer.
We expect all visitors to the planetarium to behave in a calm and respectful manner. It is important that younger children are encouraged to keep calm and quiet by their adult supervisors. Any rudeness towards Creative Space staff will not be tolerated. Any visitors behaving in a rude, disrespectful or disruptive manner, either towards other visitors or Creative Space staff, will be asked to leave the dome immediately.
We will require the provision of one parking space as close as possible to the site entrance. If this is not possible, then short-term access as close as possible to the site entrance is essential, with alternative parking made available nearby. You MUST advise Creative Space if metered/charged parking is the only option, plus an indication of the cost, as this will need to be included in the Invoice. If this condition is not met, we reserve the right to raise an additional invoice to cover the cost of any unexpected parking charges.
To avoid disappointment, we advise that you measure the venue space and email or phone Creative Space to check on availability before completing the online Planetarium Booking Form. Before contacting us, choose a few possible dates, and we will do our best to accommodate you on your preferred day/s. We can hold a provisional booking for two weeks, after which the date will become available to new enquiries.
11. PAYMENT TERMS
Once we receive your Booking Form and have confirmed that your preferred date is available, we will issue an invoice for the full amount of the booking value. Payment is due no later than 10 working days prior to the booking date, unless an alternative arrangement has been agreed. Failure to make payment within this timeframe may result in the cancellation of your booking. We reserve the right to take an alternative booking if your payment is not received within ten working days of the booking date. We appreciate that schools and academies have different payment policies; if your policy means that you cannot comply with our payment terms, we strongly advise that you discuss payment options with us before you book.
Cheques must be made payable to Creative Space Science CIC.
BACS payment must be made to The Cooperative Bank, Sort Code: 08-92-99, Account No: 65788930, Account Name: Creative Space Science CIC, Reference: (your invoice number).
We accept PayPal payments, details will be given on request.
We do not accept cash or credit cards.
We are not VAT registered, so VAT will not be added to our published prices.
12. CANCELLATIONS, POSTPONEMENTS & REFUNDS
If you need to cancel or postpone your booking, you must do so at least four weeks before the date of your booking. Cancellations four weeks or more from the booking date qualify for a full refund. Cancellations after this cut-off period will result in the loss of 50% of the invoice total up to ten working days prior to the booking date. If you cancel your booking within ten working days or less of the date of your booking, payment will be required for the full amount of the invoice, due to loss of revenue.
Creative Space will do its absolute utmost to deliver the shows on the booking date set out on the Planetarium Booking Form. If, due to adverse weather conditions or unforeseen circumstances, Creative Space is unable to deliver the shows on this date, we will endeavour to book an alternative date as close as possible to the date originally booked. There will be no financial bearing on the school, individual or business in these circumstances.