These Workshop Booking Guidelines set out the requirements for our workshops, 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
Some of our equipment is very heavy and is transported on our own trollies or wheeled cases. These will fit through a standard door width, but nothing narrower. If booking the planetarium, 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
FOR WORKSHOPS USING THE 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 may cause vibration to the projection equipment, resulting in possible shaky images on the dome roof. Access to an electricity supply within 25 metres of the dome is essential.
FOR ALL OTHER WORKSHOPS: See LOCATION & SPACE requirements on individual workshop pages.
FOR WORKSHOPS USING THE PLANETARIUM: Please be aware that the audience within the dome will be seated on the floor. We advise that you 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.
FOR ALL OTHER WORKSHOPS: A seating plan must be discussed at time of booking, but for most of our hands-on workshops, participants will be working in groups of 2 to 4 persons. Groups can either be seated around circular/square configurations or along lab-style benches.
We are happy to work with all participants with special educational needs and disabilities (SEND), and will do our utmost to accommodate everyone.
• For workshops with planetarium shows, 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 workshops 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 you are not a school, please supply Creative Space with an indication of your preferred timings, including workshop length.
6. SET UP & TAKE DOWN TIMES
With the exception of our Apollo Mission Day, our equipment takes an hour to set up at the start of our visit and an hour to pack down at the end of the visit. The Apollo Mission Day workshop takes two hours to set up and one hour to pack down. Please make sure we have access to your site/venue to allow for these times. If our equipment is to be set up in a school hall that is used for lunch, please be aware that we will need 30 minutes to pack it away and another 30 minutes to set it all up again after the hall has been thoroughly cleaned following lunch.
We use a maximum of four Creative Space staff members depending on the workshop required. During planetarium shows, it is essential that at least one school staff member/adult accompanies groups of children under the age of 16 into the dome.
We expect all workshop participants 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.
Depending on the workshop, we will require the provision of at least 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 phone or email Creative Space to check on availability before completing the online Workshop Booking Form. Before contacting us, choose a few possible dates, and we will do our best to deliver your workshop/s on your preferred dates but cannot guarantee such dates until full payment has been received.
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. Unless by prior arrangement, payment is due immediately on receipt of our invoice. Your booking is not secure until we receive full payment. 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 workshops on the booking date set out on the Workshop 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.