Corporate Event Booking Terms & Conditions

Last updated: 17 September 2026

These terms and conditions apply to corporate dance events, workshops, team-building activities and other group sessions provided by Learn To Dance, whether held at our studio in Burnham or at an external venue.

They are intended for bookings made by businesses, organisations, charities, public bodies and similar organisations ("the Client"). If you are booking an event solely as a private individual rather than on behalf of an organisation, please contact us as different terms may apply.

By accepting a quotation, submitting a Corporate Event Booking Form or otherwise confirming a booking with Learn To Dance, the Client agrees to these terms and conditions.

1. Booking and Confirmation

A booking is not secured until Learn To Dance has confirmed it in writing and has received one of the following:

• the required deposit;
• an agreed purchase order; or
• confirmation of another payment arrangement which Learn To Dance has agreed to in writing.

The event details may be set out across our quotation, booking form, booking confirmation and subsequent written correspondence. Together, these form the agreement between Learn To Dance and the Client.

If a specific arrangement confirmed by Learn To Dance in writing conflicts with these general terms, the specifically agreed arrangement will take precedence.

Any standard terms printed on or accompanying a Client's purchase order or other document will not replace or amend these terms unless Learn To Dance expressly agrees to the change in writing.

The person confirming the booking on behalf of the Client confirms that they are authorised to do so.

The version of these terms in force when the booking is confirmed will apply to that booking.

2. Event Details

The Client is responsible for providing accurate information about the event, including:

• the date and timings;
• venue and address;
• expected participant numbers;
• type of event;
• any relevant venue restrictions;
• accessibility requirements;
• security or access arrangements; and
• any other information reasonably required for us to plan and deliver the session.

The Client should tell us as soon as possible if any of these details change.

A significant change in participant numbers, timings, location or the nature of the event may require us to revise the arrangements or fee.

A reduction in participant numbers after a booking has been confirmed will not normally reduce the agreed fee.

3. Prices

Corporate event prices are quoted individually.

Our quotation may take into account factors including:

• duration of the session;
• number of participants;
• number of instructors required;
• preparation and planning;
• location and travelling time;
• mileage;
• parking or other travel costs; and
• the nature and requirements of the event.

The agreed price covers the services specified in the quotation or booking confirmation.

Additional teaching time, additional instructors, significant changes to the event or services requested beyond those originally agreed may incur an additional charge.

Where reasonably possible, we will agree any additional charge with the Client before it is incurred.

Reasonable parking, toll, congestion, venue access or similar charges which could not reasonably have been included in the original quotation may be charged in addition where applicable, particularly where relevant information was not supplied to us before the quotation was prepared.

4. Deposit and Payment

Unless otherwise agreed in writing, a deposit of 25% of the total event fee is required to secure the booking.

The remaining balance is due 7 days before the event.

Where an event is booked within 7 days of the event date, the full amount will normally be payable when the booking is confirmed.

For approved corporate clients, Learn To Dance may agree to accept a purchase order or alternative corporate payment terms instead of advance payment.

Any alternative payment arrangements must be agreed by Learn To Dance in writing.

Invoices must be paid in accordance with the payment terms shown on the invoice or otherwise agreed in writing.

Learn To Dance reserves all statutory rights available in relation to overdue commercial payments, including where applicable the right to charge interest and recover permitted debt recovery costs.

5. Cancellation by the Client

If the Client wishes to cancel an event, notice should be given to Learn To Dance in writing as soon as possible.

Unless different cancellation arrangements have been specifically agreed in writing, the following cancellation charges will normally apply:

• More than 28 days before the event: 25% of the total agreed event fee.
• 15–28 days before the event: 50% of the total agreed event fee.
• 8–14 days before the event: 75% of the total agreed event fee.
• 7 days or fewer before the event: 100% of the total agreed event fee.

The date of cancellation will be the date on which Learn To Dance receives the cancellation notice.

Any deposit or other amount already paid will be credited towards the applicable cancellation charge.

If the Client has paid more than the cancellation charge due, the appropriate balance will be refunded. If the amount already paid is less than the cancellation charge, the remaining amount will become payable.

These charges are intended to reflect commitments already made for instructors, preparation and administration, as well as the loss of the opportunity to accept another booking.

Learn To Dance will take reasonable steps to minimise its losses. Where, for example, we are able to replace the cancelled booking or avoid a material part of the loss that would otherwise have arisen, we may reduce the cancellation charge accordingly.

Failure to attend or provide access to the event without prior cancellation will normally be treated as a cancellation within 7 days of the event.

6. Postponements and Changes of Date

A request to move an event to another date is subject to instructor and venue availability and must be agreed by Learn To Dance.

We will make reasonable efforts to accommodate requests to rearrange an event.

Where we agree to transfer a booking to another date, any additional costs arising from the change may be payable by the Client.

If we cannot accommodate the requested alternative date, the request may be treated as a cancellation under section 5.

A substantial last-minute change to the event time, location or requirements which we are unable reasonably to accommodate may also be treated as a cancellation.

7. Other Changes Requested by the Client

We understand that corporate event arrangements can change.

The Client should tell us as early as possible about any proposed change to:

• timings;
• participant numbers;
• venue;
• session duration;
• dance styles or activities requested;
• number of sessions; or
• other significant requirements.

We will make reasonable efforts to accommodate changes but cannot guarantee that every request will be possible.

Where a change requires additional instructors, additional teaching time, substantially increased travel or other additional resources, we may revise the fee.

If a Client chooses to shorten a session or end an event early on the day, the agreed fee will remain payable.

8. Cancellation or Changes by Learn To Dance

Learn To Dance reserves the right, where reasonably necessary, to substitute another suitably experienced instructor.

A change of instructor will not in itself constitute cancellation of the booking.

If circumstances mean that we cannot provide the event as agreed, we will make reasonable efforts to:

• provide a suitable replacement instructor;
• agree an alternative date or arrangement; or
• provide another reasonable solution.

If Learn To Dance cancels the event and cannot provide a suitable alternative or agree a replacement date with the Client, payments received for services which we are unable to provide will be refunded.

Except where liability cannot lawfully be excluded, Learn To Dance will not be responsible for consequential costs incurred by the Client as a result of a cancellation, such as venue hire, catering, staff costs or third-party travel arrangements.

9. External Venues

Where an event takes place somewhere other than the Learn To Dance studio, the Client is responsible for ensuring that the venue is suitable for the agreed activity.

This includes providing:

• a reasonably safe and unobstructed activity area;
• sufficient space for the expected number of participants;
• flooring reasonably suitable for dancing and movement;
• appropriate lighting, ventilation and general conditions;
• reasonable access for our instructors; and
• any venue facilities or equipment specifically agreed in advance.

The Client should advise us before the event of any relevant:

• parking restrictions;
• loading arrangements;
• security procedures;
• reception or check-in requirements;
• access passes;
• venue rules;
• noise restrictions; or
• other factors which may affect delivery of the session.

Where relevant, the Client or venue is responsible for ensuring that any permissions or licences required for the use of the venue, music or activity are in place unless Learn To Dance has specifically agreed otherwise.

If an instructor reasonably considers that the space or conditions provided are unsafe, they may modify, delay, pause or stop an activity until the issue has been resolved.

If an agreed session cannot be delivered because the Client or venue has failed to provide a reasonably suitable or accessible space, the agreed fee will remain payable.

10. Events at the Learn To Dance Studio

Clients and participants attending an event at the Learn To Dance studio must follow reasonable studio, building, parking and safety instructions.

The Client should ensure that participant numbers do not exceed any maximum number agreed for the event.

Learn To Dance reserves the right to make reasonable adjustments to the format or activity where necessary for the safe and effective use of the studio.

11. Arrival and Delays

The Client should ensure that participants and the agreed activity space are ready for the scheduled start time.

If a session begins late because the Client, participants or venue are not ready, we cannot guarantee that the session can be extended beyond the originally agreed finish time.

Where possible, additional time may be offered subject to instructor availability and may incur an additional charge.

If Learn To Dance is responsible for a significant delay, we will make reasonable efforts to provide the full agreed teaching time or otherwise agree an appropriate solution with the Client.

12. Participants, Health and Safety

Dance is a physical activity and participants take part at a level appropriate to their own abilities and circumstances.

Participants should:

• follow reasonable instructions given by the instructors;
• wear clothing and footwear suitable for the activity;
• take reasonable care of themselves and others; and
• stop participating if they feel unwell, unsafe or unable to continue comfortably.

Participants should make an instructor aware of any injury, limitation or other circumstance relevant to their safe participation. This may be done privately.

Clients should not provide unnecessary confidential medical information about individual participants through the booking form.

Learn To Dance may adapt an activity where reasonably necessary for safety.

An instructor may also ask an individual to stop participating where they reasonably believe that continuing would create an unacceptable risk to that individual or others.

This includes circumstances where a participant appears significantly impaired by alcohol or other substances.

13. Accessibility

Learn To Dance wants its corporate events to be as welcoming and accessible as reasonably possible.

The Client should tell us in advance about any known accessibility requirements or reasonable adjustments which may affect the planning or delivery of the session.

We will make reasonable efforts to accommodate those requirements and can discuss appropriate adaptations with the Client.

Some dance activities may need to be modified according to the needs of the group, venue and participants.

14. Participant Conduct

Participants are expected to behave appropriately towards our instructors, other participants and venue staff.

Abusive, threatening, discriminatory, sexually inappropriate or otherwise unacceptable behaviour will not be tolerated.

Where necessary, an instructor may ask an individual to stop participating or leave the session.

In serious circumstances, Learn To Dance may stop the event where continuing would put instructors or participants at unreasonable risk.

No refund will be due where an event has to be stopped because of serious misconduct by the Client or its participants.

15. Photography and Video

Learn To Dance may take photographs and/or video during an event for possible use on our website, social media and other promotional materials.

Where photography or filming is planned, participants should be made aware that it may take place and given a reasonable opportunity to ask not to be photographed, filmed or featured.

Learn To Dance will respect any individual participant who asks not to be photographed or filmed, or asks not to be featured in our promotional material.

The Client should tell Learn To Dance before the event if photography or filming is prohibited or restricted by the organisation, venue or nature of the event.

Where restrictions apply, we will respect the arrangements notified to us.

The Client is encouraged to make participants aware of the photography arrangements before the event where practical.

Any identifiable photographs or video will be handled in accordance with applicable data protection requirements and our Privacy Policy.

Anyone with a concern about an identifiable photograph or video used by Learn To Dance may contact us using the contact details on our website.

Where photography or filming is arranged by the Client, venue or another third party, responsibility for that activity and any permissions required rests with the party arranging it.

16. Equipment, Property and Damage

Participants remain responsible for their own personal possessions.

Learn To Dance will take reasonable care of any property or equipment belonging to the Client which we are required to handle.

The Client will be responsible for damage to Learn To Dance property or equipment caused deliberately or negligently by the Client, its employees, guests or participants.

Learn To Dance will not be responsible for loss of or damage to participants' possessions except where the loss or damage results from our negligence or where liability cannot legally be excluded.

17. Liability

Learn To Dance will provide the agreed services with reasonable care and skill.

Nothing in these terms excludes or limits liability where it would be unlawful to do so.

In particular, nothing in these terms excludes or restricts liability for death or personal injury caused by negligence.

To the fullest extent permitted by law, Learn To Dance will not be liable for indirect or consequential business losses arising from the booking, including loss of profits, loss of revenue, loss of business opportunity or loss of goodwill.

Learn To Dance is not responsible for the acts, omissions, facilities or services of an external venue or other third-party supplier which is not under our control.

The Client remains responsible for its own event management responsibilities and for matters which are within its control.

18. Circumstances Outside Either Party's Reasonable Control

Neither party will be responsible for a failure or delay in performing its obligations where this results from circumstances genuinely outside that party's reasonable control.

Examples may include:

• severe weather;
• major transport disruption;
• venue closure;
• fire, flood or other emergency;
• government or emergency restrictions;
• widespread power or infrastructure failure;
• sudden serious illness or incapacity; or
• other exceptional circumstances which could not reasonably have been avoided.

Where such circumstances affect an event, both parties will make reasonable efforts to find a practical solution, which may include rearranging the event.

Where an event cannot reasonably be rearranged, any refund or amount payable will take account of services already provided and reasonable, unavoidable costs already incurred specifically for the booking, where appropriate.

19. Data Protection and Privacy

Information supplied by the Client will be used for purposes including:

• administering and delivering the booking;
• communicating with the Client;
• preparing quotations and invoices;
• processing payments;
• meeting our contractual and legal obligations; and
• maintaining appropriate business records.

Personal information will be handled in accordance with applicable data protection law and Learn To Dance's Privacy Policy.

Any optional permission to receive future marketing communications is separate from acceptance of these booking terms.

Where a person has opted to receive marketing communications, they may change their preference or unsubscribe at any time.

20. Complaints

If there is a problem during an event, the Client should raise it with the instructor as soon as reasonably possible so that we have an opportunity to address it.

If a matter cannot be resolved at the event, the Client should contact Learn To Dance in writing with sufficient information for us to investigate.

We will make reasonable efforts to respond promptly and resolve legitimate concerns fairly.

21. Communications

Notices or important changes relating to a booking should normally be communicated by email.

Cancellation notices should be sent to the Learn To Dance email address used for the booking correspondence.

The Client is responsible for ensuring that the contact information supplied to us remains accurate.

22. Entire Agreement

The quotation, agreed booking details, these terms and any subsequent changes expressly agreed in writing constitute the agreement between Learn To Dance and the Client concerning the event.

Neither party relies on statements or representations which have not been included in, or expressly incorporated into, that agreement.

Nothing in this clause excludes liability for fraud or fraudulent misrepresentation.

23. Severability

If any part of these terms is found to be invalid or unenforceable, the remaining provisions will continue to apply.

24. Waiver

If either party does not immediately enforce a right under these terms, this does not mean that the right has been waived.

25. Third-Party Rights

Unless expressly stated otherwise, a person who is not a party to the agreement between Learn To Dance and the Client has no right to enforce these terms.

26. Governing Law and Jurisdiction

These terms and any booking made under them are governed by the laws of England and Wales.

The courts of England and Wales will have jurisdiction in relation to any dispute arising from the booking.