Planetarium booking info

1. DOME CAPACITY
MOBILE PLANETARIUM:
The dome will comfortably hold up to:

  • 20  babies or toddlers (6 to 24 months) with carers
  • 35 EYFS or KS1 children, plus supporting adults
  • 30 KS2 of KS3 students, plus supporting adults
  • 25 KS4 students, plus supporting adults
  • 30 mixed ages including adults

If any children or adults are not able to sit on the floor, we can include one or two chairs within the above numbers (supplied by the venue). For public shows we can bring floor mats and cushions; all you need to do is ask.
VIRTUAL PLANETARIUM: N/A

2. TRAVEL & OVERNIGHT STAY
MOBILE PLANETARIUM: We’re based in Hastings on the South East Coast and travel to the following counties in South East England: East Sussex, West Sussex, Surrey, Kent and parts of Greater London south of the Thames. If you have a specific requirement and would like us to travel further, get in touch via the Contact page. Travel is charged at 45p per mile from our base in Hastings to your venue and back again. If the journey will take us over 1½ hours, we charge for an overnight stay which costs an extra £45. If our journey includes tolls and ferry charges, these will be added too.
VIRTUAL PLANETARIUM: N/A

3. SITE ACCESS
MOBILE PLANETARIUM: 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.
VIRTUAL PLANETARIUM: N/A

4. LOCATION, SPACE & TECHNICAL INFO
MOBILE PLANETARIUM: 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.
VIRTUAL PLANETARIUM: A strong internet connection is essential, plus a pre-download of the Zoom software (zoom.us). We can run a test with you before the date of your booking. Virtual planetarium shows will work best in a darkened room with curtains or blinds closed.

5. SEATING
MOBILE PLANETARIUM: 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.
VIRTUAL PLANETARIUM: For single classes, students can stay seated in their classrooms. For multiple classes, children can either sit on the floor or on chairs within the school hall, library or other large space.

6. ACCESSABILITY
MOBILE PLANETARIUM: 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.

VIRTUAL PLANETARIUM: Please make us aware of any special requirements in advance.

7. TIMETABLE
MOBILE & VIRTUAL PLANETARIUM: If you need our planetarium shows to fit into your school day, please 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, on the Booking Form. We need a gap of at least 5 minutes between shows to re-set the digital software.

8. SET UP & TAKE DOWN TIMES
MOBILE PLANETARIUM: 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, so we’ll need access to your venue accordingly. 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.
VIRTUAL PLANETARIUM: We advise testing your internet connection and Zoom settings before your first show is scheduled to begin. Please allow about 10 minutes for this.

9. STAFFING
MOBILE PLANETARIUM: 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.
VIRTUAL PLANETARIUM: You’ll have a single presenter, irrespective of the amount of shows booked for a single day. No additional school staff will be required.

10. SUPERVISION & BEHAVIOUR
MOBILE PLANETARIUM: 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. For public shows, all children under the age of 16 MUST be supervised by an adult parent/carer.
VIRTUAL PLANETARIUM: Class teachers or group leaders are expected to control the behaviour of all children under the age of 16 whilst in the virtual space.

11. PARKING
MOBILE PLANETARIUM: 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.
VIRTUAL PLANETARIUM: N/A

12. BOOKING
MOBILE & VIRTUAL PLANETARIUM: To avoid disappointment, we advise that you measure the venue space and/or email Creative Space to check availability before completing the online 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 for new enquiries.

13. PAYMENT TERMS
MOBILE & VIRTUAL PLANETARIUM: 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.
  • Please phone us on 01424 420968 to pay by debit or credit card.
  • We are not VAT registered, so VAT will not be added to our published prices.

14. CANCELLATIONS, POSTPONEMENTS & REFUNDS
MOBILE & VIRTUAL PLANETARIUM: 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 Booking Form. If, due to adverse weather conditions or unforeseen circumstances, Creative Space is unable to deliver the show/s 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.

EXCEPTIONS: During the COVID-19 pandemic, the above policy regarding cancellations is void. If you have booked the Mobile Planetarium and have already paid, but need to cancel due to circumstances directly associated with the pandemic we will 1) offer a full refund, or 2) re-book for a Virtual Planetarium Show and offer a partial refund, or 3) re-schedule your booking for a time when it is safe for all parties to utilise the Mobile Planetarium again. If you have booked a Virtual or Mobile Planetarium and the presenter is unable to deliver the show/s due to illness, self-isolation, or underlying health conditions, we will re-schedule for the nearest convenient date.