Apex 360 Ltd Group Booking Terms & Conditions
Apex 360, Apex Multisports, Apex Dance & Performing Arts (“Apex”) is a trading name of Apex 360 Ltd (“Apex 360”): company number 08003244
Registered office is at Swatton Barn, Badbury, Swindon, Wiltshire, SN4 0EU
Telephone: 01442 800 242
This section (together with the documents referred to on it) tells you the terms and conditions on which Apex supply their products and their services listed on our websites www.apex360.co.uk, www.apexmultisports.co.uk, www.apexdance.co.uk to you.
The Apex 360 Brands (“Apex”) include Apex Multisports, Apex Dance, Apex Performing Arts, Apex Clubs, Apex Camps, Apex Adventures, and these terms and conditions include all franchised and licensed operations of the “Apex Brand.” Please read these terms and conditions carefully before ordering any Products and/or Services. You should understand that by ordering any of our Products and/or Services, (“camp, club, workshop, event, course, party, activity, merchandise, clothing”) you agree to be bound by these terms and conditions.
You should print (if viewing our website) and/or keep a copy of these terms and conditions for future reference. Please understand that if you refuse to accept these terms and conditions, you will not be able to order any Products and/or Services.
BOOKING AND CONFIRMATION
By booking a place on any Activity or by Apex receiving part of full payment constitutes your acceptance of these and any associated Terms and Conditions.
All online bookings will receive a confirmation of booking request via the email address you have provided. Receiving email acknowledgement of payment is confirmation of your request to book a child on an Apex Activity, it does not guarantee your place on the course.
All bookings, whether by telephone, post or online, will be confirmed by email or phone. No bookings will be fully confirmed until payment is received.
All bookings must be made in advance of the selected booking or course start date. For safety reasons Apex can only guarantee a place on any activity to those booking in advance. Any participants that arrive on the day will not be guaranteed a place.
Before booking please ensure the participant is able to attend the activity and meets the conditions for such event as listed on our website.
Places at all activities will be allocated on a first come, first served basis on receipt of full payment. Bookings made online will take preference over telephone, email and postal bookings.
All attendees must complete a booking form providing emergency contact details and any relevant medical information in full. Any medication must be given to an Apex Coach before the start of the activity with the relevant medical disclosures completed. If your booking form cannot be accepted, for whatever reason, the full amount will be promptly refunded.
Should a booking be received after a Apex activity has reached its maximum capacity, Apex will notify the customer with alternative opportunities or with their permission, add their details to a waiting list.
Should a space become available on the activity, the customer will be notified as soon as possible.
Our waiting lists are run on a first come, first served basis and will be allocated as soon as they become available. Apex cannot guarantee any places for participants on the waiting list.
CANCELLATION AND REFUNDS POLICY
All bookings are subject to the right to cancel within seven (7) calendar days from the date that you receive e-mail acknowledgement of the payment pursuant to the Consumer Protection (Distance Selling) Regulations 2000.
Outside of this seven (7) day period all bookings confirmed by us are final and non-refundable.
If you would like to cancel or make a change to your booking, please notify Apex as soon as possible giving full reasons why. We offer credits and the ability to alter bookings up to 48 hours in advance.
Refunds will be issued on the franchisee discretion and will be subject to an administrative fee (Normally £7.50)
If a refund or credit is given for an activity in which the customer has received a discount, the new course booking details will be considered to ensure the discount is still applicable. If this is not the case, the various session rates will revert to their pre-discount price and a refund or credit will only be given on the balance of the over payment.
Unfortunately we cannot offer any refunds or credits for cancellations for activities starting today or for previous sessions.
Should an Apex Activity have less than 10 participants booked, Apex reserves the right to cancel the Activity. Customers will be given at least 3 days’ notice and wherever possible Apex will use all reasonable endeavours to offer alternative opportunities.
Should this not be possible or the alternatives are not suitable for the participant a full refund will be given and a credit note for 1 free session will be offered.
In the unlikely event that an Apex activity would have to be cancelled due to inclement weather or due to circumstances beyond our control, Apex will not be able to offer a refund or a payment in kind.
ALTERING BOOKINGS – CHANGING DATES
We can change your dates and times of booking, providing we have spaces and you notify us of this request 48 hours before the participant starts the club, camp or workshop.
If there is a difference in price you will need to cover this cost. If you have booked a full week camp you cannot move individual days to another week unless you upgrade your week pass for individual day passes and pay the increased rate.
PRICE AND PAYMENT
The price of any Products and/or Services provided by us shall be as quoted on our site from time to time, except in cases of obvious error.
Prices are liable to change at any time, but changes will not affect orders in respect of which we have already sent you confirmation of that order.
We are under no obligation to provide the Service to you at the incorrect (lower) price, even after we have sent you confirmation of order, if the pricing error is obvious and unmistakable and could have reasonably been recognised by you as mis-pricing.
Apex accepts payment by cheque, cash and credit / debit card. (Credit / Debit payments via www.apex360.co.uk only – we are unable to take card payments over the phone.)
Should a cheque payment be returned by a customer’s Bank, the customer will be asked to re-pay the amount outstanding and an additional banking charge of £10, to cover the banking costs that Apex incurs.
Apex reserves the right to surcharge published prices if there is an increase in the rate of VAT above 20% prior to the club or camp commencing.
PROMOTIONS & DISCOUNTS
From time to time Apex will offer promotions. To receive the promotion you must quote the promotional code before booking or by entering the promotional code at checkout.
This code must be redeemed and used in accordance with the terms and conditions of that promotion and these terms and conditions.
Promotions and discounts may vary from franchise to franchise, you must check with the relevant franchise before using any promotional code.
EARLY BIRD PRICES
Early Bird prices are only applicable in the run up to camps and clubs. Any purchases made after these dates will be charged at the full rate.
Sibling Discounts are only applicable to family relatives and siblings attending the same course, camp or workshop at the same time.
AVAILABLE ACTIVITIES AND DATES / PROGRAMME CHANGES
All information within our literature was correct at the time of print. Apex will endeavour to let parents know of any changes that might occur after print.
Activity programmes are subject to change in the event of unsuitable weather or other circumstances beyond our control.
No refunds will be made for activities that do not occur. Not every activity printed on our literature or on our website is available at every club, camp or workshop.
Once you have requested a party, a booking confirmation will be sent to you. A non-refundable deposit payment will be requested from you. When this has been received your party is confirmed.
Apex is not responsible for booking or liaising with the venue. It is your responsibility to confirm the venue is booked for the correct time and date.
Apex will not provide any food, you will need to provide catering if desired and check that children do not have any food allergies.
Invitations will be sent out to an address of your choice on request.
All themed parties will feature games linked to the theme.
Coaches will arrive at the party early to set up and may need access to the hall to do so.
Before the party takes place you will receive an email requesting the outstanding balance, if this payment has not been received by the time of the party we reserve the right to cancel the party and no refund will be issued.
By completing your booking you agree that your child can participate in inflatable events and that this is done entirely at the participants’ own risk. You agree to recognise that there are hazards and you confirm that Apex shall not be liable for any loss or damage, cost or expenses arising from the participants’ attendance which was not reasonably foreseeable by Apex on the date of your child’s attendance at the club, camp or workshop, except in the respect of death or personal injury resulting from any act or omission on the part of Apex. Any injury to a participant must be notified to an Apex staff member. All accidents will be recorded and signed by the participant or their parent/guardian on collection.
A safety board will be present at these events stating all safety procedures and your child will be explained each point in the safety briefing. Every child will attend this safety briefing prior to participating in the events mentioned, and by completing the booking process you, as the parents/guardians booking, accept the disclaimer and agree that you fully understand the risks involved in your child participating in such events. A copy of these safety procedures is available on request.
Apex offers a camp shop at lunch and break times for participants of its camps. Items on sale include fresh fruit, non fizzy drinks, crisps and confectionary.
Apex believes in healthy living and especially healthy eating. Our staff will encourage children to eat their packed lunches before purchasing anything from the camp shop.
CAMP DROP OFF AND COLLECTION PROCEDURES
Parents/Guardians must sign a registration book when dropping off and collecting children.
Parents/Guardians are required to make arrangements for their child to be collected at the agreed time of the Apex Club or Camp ending. Should Apex incur costs due to a customer not collecting their child on time, any costs may be passed onto the customer.
Apex must receive written notice if any child will be arriving at a club, camp or workshop unaccompanied by an adult, or leaving the club, camp or workshop unaccompanied. This can be done via email firstname.lastname@example.org or by writing to Apex at the address listed above.
In the event that somebody different is to collect a child at the end of the camp, please ensure they know the password. In all instances where it is possible to contact Apex please do so to ensure the staff are kept informed of the new collection arrangements.
The camp leader’s direct number is shown on the relevant booking form and/or on the sign in desks.
Unfortunately, our staff do-not have the facilities to store valuable items securely at any of our sites and therefore it is important that you ensure children do not bring valuable toys and belongings to any Apex club, camp or workshop.
Apex will accept no liability for loss, damage, vandalism or theft of personal property owned by you or your child during the performance of the Services including but not limited to vehicles, bicycles, jewellery, personal music players, personal games consoles, mobile phones, items of clothing or shoes.
We will operate a lost property system but we cannot guarantee the return of lost items. To allow us to return your lost property, please ensure that all personal items, including all clothing, are clearly labelled with the child’s name.
HEALTH AND SAFETY
A full risk assessment will be carried out before any activity takes place at a new venue. Apex Coaches hold a current emergency aid certificate issued by an appropriate body.
For safety reasons it is compulsory for all attendees to wear shin pads on any Apex club, camp or workshop which involves football, hockey or another contact sport.
Apex reserves the right to refuse permission to participate for any child not wearing shin protection or correct clothing for the specific event.
All children should bring and wear appropriate factor sunscreen during warm weather.
It is the parent/guardian’s responsibility to ensure appropriate clothing is worn and/or available for their child for the activity provided and weather conditions.
In order to maintain appropriate standards of health and safety, children with certain medical or physical conditions may not be allowed to participate in some activities. In such cases we will always provide alternative activities.
We also reserve the right, exercisable at our discretion, to exclude your child from any club, camp or workshop for such period as your child is ill or appears to be ill and where we believe that illness to be contagious.
FIRST AID AND MEDICAL INFORMATION
When completing a booking for any Apex service, all medical conditions that participant may have must be fully disclosed. Any further information you would like to inform us about please email@example.com or complete a medical disclosure form.
If full information about medical or physical conditions, or behavioural matters, is not provided before the start of the club, camp or workshop it may result in the participant being excluded from certain activities. If we cannot obtain the appropriate medical information we may have to cancel the booking and no refund will be paid.
All information given will be treated with the strictest confidence. Please view our privacy and data protection policy for more information.
In the event of an accident, a member of the Apex staff will administer first aid to children at the camp in our care. The emergency services will be called if necessary.
All essential medication must be handed in to the Apex camp leader or club leader at the beginning of each session/day for safe-keeping, and a medication administration disclosure must be completed.
Parents of children carrying epipens must note this on the booking form and, in accordance with Ofsted recommendations, arrange for a qualified medical practitioner to demonstrate the use of the epipen to the on-site first aider / camp leader on the child’s first day at an Apex club, camp or workshop. If this is not possible then we will accept a demonstration given by a parent / guardian instead.
NUTS AND ALLERGIES
Apex will their best to ensure that their are no nuts in the setting, however we cannot guarantee that there are absolutely no traces of nuts in our food.
If your child has any allergies it is your responsibility to ensure these are recorded within the medical information and declared to the staff member in charge.
Accepting these booking conditions without disclosing any allergies will consent to your child consuming food at any of the Apex Activities.
It is our policy not to exclude any child due to special needs, wherever possible. The needs of each child vary, so decisions are made on a case-by-case basis, depending on the level of support each individual child requires to enable them to fully participate in and enjoy activities at Apex events. We request that parents of children with special needs contact the Area Manager to discuss how Apex can best accommodate their child, and consider whether any special arrangements need to be made.
BEHAVIOUR AND EXCLUSION
We reserve the right to exclude or refuse any person, at any time prior to, or during any Apex service, if, in our opinion, that the participant is not compatible with the general enjoyment and objective of the Apex service e.g. bullying, disruptive or aggressive behaviour.
No refund will be made for any remaining days booked, and any additional costs involved will be at the parent’s’ expense and their responsibility.
Apex nor any personnel authorised by it, nor the school or facility at which the course is being held, will accept liability for the personal injury, or the death, of any participant, howsoever caused. Neither Apex, nor any person involved with the organisation and/or coaching of Apex services’, will accept liability for loss or damage to any property belonging, or travelling with a participant. Apex does not accept any responsibility for any losses or additional expense due to injury or sickness whilst at an Apex club, camp or workshop.
All Franchised and Licensed Operations of the Apex Brand has insurance to the minimum levels of; Limited to Employers’ and Public/Products Liability. Legal liability as an employer for a limit of £10,000,000. Legal liability in respect of injury, loss or damage to third party persons or property for a limit of indemnity of £5,000,000.
POLICIES AND PROCEDURES
A copy of all our policies and procedures is available upon request.
Apex operates a zero tolerance policy to discrimination or bullying of any kind. Every participant involved in an Apex camp, club or workshop is of equal value and entitled to equal access of opportunity.
Apex staff have a duty to respond if they suspect a child in their care may be suffering from abuse, or if a child makes a disclosure about abuse Apex staff will act in accordance with our child protection policy. A copy is available on request.
FILM / PHOTOGRAPHY
From time to time Apex may take photographs/film of our events. The purpose of this media is solely used for training, marketing and promotional purposes.
Parents/Guardians that do not wish for their children to be photographed or filmed must make Apex aware of this at the time of booking or in writing before the camp or club starts. Where possible Apex will inform Parents/Guardians at the start of the camp or club.
Apex acts as a data controller for the purposes of the Data Protection Act 1998. To process your booking we need to collect personal details about you and all the participants on your booking. It is your responsibility to ensure that you have permission to pass on these details.
Applicable laws require that some of the information or communications we send to you should be in writing. When using our site, you accept that communication with us shall be mainly electronic. We shall contact you by email or in writing or provide you with information by posting notices on our website. For contractual purposes, you agree to this means of communication and you acknowledge that all contracts, notices, information and other communications that we provide to you electronically comply with any legal requirement that such communication be in writing. This condition does not affect your statutory rights.
All notices given by you to us must be given in writing to Apex 360 Ltd, Unit 22 Maylands Business Centre, Redbourn Road, Hemel Hempstead, Hertfordshire, HP2 7BA, or via email to firstname.lastname@example.org. We may give notice to you at either the email or postal address you provide to us when placing an order. Notice will be deemed received and properly served immediately when posted on our website, 24 hours after email is sent, or three days after the date of posting of any letter. In proving the service of any notice, it will be sufficient to prove, in the case of a letter, that such letter was properly addressed, stamped and placed in the post and, in the case of an email, that such email was sent to the specified email address of the addressee.
Apex is an equal opportunities employer and also welcomes all children regardless of their gender, ability, race or religion. Every participant is of equal value and is entitled to equal access of opportunity.
FEEDBACK AND COMPLAINTS PROCEDURE
Apex is committed to ensuring every participant has a great experience at our events. If you are happy with our service please let others know.
In the unlikely circumstance that you should not be entirely happy with the services that any of the Apex Companies’ provide, please contact our Head Office immediately on 01442 800 242 or email@example.com Your feedback and concerns help us develop and improve the services that we provide. We will attempt to resolve the issue to your satisfaction as soon as we can. We take great pride in the coaching services that we provide and assure that any complaint will be treated seriously and in confidence.