Private Event Booking Terms & Conditions
Last updated: 3 October 2026
These terms and conditions apply to private dance events, parties, celebrations, workshops and other private group sessions provided by Learn To Dance, whether held at our studio in Burnham or at another venue.
In these terms, “we”, “us” and “our” mean Learn To Dance. “You” and “your” mean the person making the booking.
Please read these terms before confirming your booking.
1. Making a Booking
Submitting a booking form does not, by itself, guarantee or secure your booking.
Your booking is confirmed when we have accepted the booking in writing and received the required deposit or other payment we have agreed with you.
Your quotation, booking form, booking confirmation and any subsequent arrangements which we agree with you in writing form part of the agreement between us.
If we have specifically agreed something different with you in writing for your event, that specific arrangement will take precedence over these general terms.
Please check your booking confirmation carefully and let us know promptly if anything is incorrect.
2. Event Details
You are responsible for providing us with accurate information about your event, including the date, timings, venue, approximate participant numbers and any requirements which may affect the session.
Please tell us as soon as possible if anything changes.
We will plan your event based on the information provided. Significant changes to the number of participants, duration, location or nature of the event may require us to alter the arrangements or price.
A reduction in participant numbers after the booking has been confirmed will not normally reduce the agreed price.
3. Prices
Private events are individually quoted according to their requirements.
The price may take account of the length and nature of the session, participant numbers, number of instructors, preparation, location, travelling time and any other requirements discussed with you.
The agreed price covers the services described in your quotation or booking confirmation.
If you subsequently ask us to provide additional teaching time, instructors or services, or make another significant change to the event, there may be an additional charge.
We will tell you about and agree any additional charge before committing you to it wherever reasonably possible.
For events at external venues, reasonable parking, toll, congestion or similar costs which could not reasonably have been identified when we prepared the quotation may be payable in addition where appropriate.
4. Deposit and Payment
Unless we agree otherwise with you in writing, a deposit of 25% of the total event price is required to secure your booking.
The remaining balance is due 7 days before your event.
If you book within 7 days of the event date, the full amount will normally be payable when the booking is confirmed.
Your deposit forms part of the total price and is not an additional charge.
5. Cancellation by You
We understand that plans sometimes change.
If you need to cancel, please tell us in writing as soon as possible. The date we receive your cancellation will normally be treated as the cancellation date.
The following are our normal maximum cancellation charges:
| When we receive your cancellation | Normal maximum cancellation charge |
|---|---|
| More than 28 days before the event | 25% of the agreed event price |
| 15–28 days before the event | 50% of the agreed event price |
| 8–14 days before the event | 75% of the agreed event price |
| 7 days or fewer before the event | 100% of the agreed event price |
These amounts are intended to reflect the loss that cancellation can cause, including preparation already undertaken, instructor commitments and the loss of the opportunity to accept another booking.
We will take reasonable steps to minimise our loss.
We will not seek to recover more from you than the loss we reasonably suffer as a result of your cancellation. If we are able to replace your booking or otherwise materially reduce our loss, we will take this into account when determining the cancellation charge.
Any amount you have already paid will be credited against the cancellation charge. If you have paid more than is properly due, we will refund the difference.
If you do not attend the event or do not provide access to an agreed external venue without notifying us, this will normally be treated as a cancellation on the event date.
6. Statutory Cancellation Rights
Some contracts entered into online, by telephone or away from business premises have a statutory cancellation period.
However, the statutory cancellation provisions do not normally apply to services related to leisure activities where the contract provides for the service to take place on a specific date or during a specific period.
Private dance events booked with Learn To Dance for a specific date therefore do not normally carry a separate 14-day cooling-off period.
Your cancellation rights for your event are instead set out in section 5 above.
Nothing in these terms affects any statutory rights which apply to you.
7. Moving or Postponing Your Event
If you would like to move your event to another date, please contact us as early as possible.
We will make reasonable efforts to accommodate a change of date, subject to instructor and venue availability.
If we can move the event, we will let you know about any additional costs arising directly from the change before confirming the new arrangements.
If we cannot accommodate the requested alternative date, your request may need to be treated as a cancellation and section 5 will apply.
Where a postponement is requested very close to the event and we have already incurred costs or cannot reasonably replace the original booking, those losses may need to be taken into account.
8. Other Changes to Your Event
Please tell us as early as possible if you would like to change the timings, venue, participant numbers, session duration, activities or other significant arrangements.
We will make reasonable efforts to accommodate changes but cannot guarantee that every request will be possible.
If a requested change involves additional instructors, teaching time, travel or other resources, we may need to revise the price. We will agree this with you before confirming the change.
If you choose to shorten the session or finish early on the day, the agreed event price will normally remain payable.
9. Cancellation or Changes by Learn To Dance
Occasionally circumstances may mean that we need to change the instructor allocated to your event.
Where reasonably necessary, we may provide another suitably experienced instructor. A change of instructor will not normally constitute cancellation of the event.
If we are unable to provide your event as agreed, we will make reasonable efforts to provide a suitable replacement instructor, agree another date with you or offer another reasonable solution.
If we cancel your event and cannot provide a suitable alternative which you are happy to accept, we will refund payments you have made for the services we are unable to provide.
Nothing in these terms limits any statutory rights you may have where we fail to provide the agreed service with reasonable care and skill.
10. Events at External Venues
If your event takes place somewhere other than the Learn To Dance studio, you are responsible for arranging a venue that is reasonably suitable for the activity.
There should be sufficient safe and unobstructed space for the expected number of participants, together with flooring reasonably suitable for dancing and movement.
Please tell us beforehand about any relevant parking arrangements, access restrictions, security procedures, stairs or accessibility issues, venue rules or other matters which could affect the session.
If our instructor reasonably considers that the space or conditions provided are unsafe, we may adapt, delay or stop an activity until the issue has been resolved.
If the agreed session cannot reasonably be delivered because a venue arranged by you is unsuitable, unavailable or inaccessible, we will work with you where possible but may still be entitled to payment for the booking to the extent that we have suffered a loss which we could not reasonably avoid.
11. Events at the Learn To Dance Studio
If your event takes place at our studio, participants must follow reasonable studio, parking, building and safety instructions.
Participant numbers should not exceed any maximum agreed with us.
We may make reasonable adjustments to the planned activity where necessary for the safe and effective use of the studio.
12. Arrival and Delays
Please ensure that participants and, for external events, the activity space are ready for the agreed start time.
If the session starts late because you, your participants or an external venue are not ready, we cannot guarantee that we will be able to extend the agreed finishing time.
Where instructor availability allows, additional time may sometimes be possible and an additional charge may apply. We will agree this with you first.
If a significant delay is our responsibility, we will make reasonable efforts to provide the agreed teaching time or otherwise agree an appropriate solution with you.
13. Participants and Safe Participation
Dance is a physical activity.
Participants should take part at a level appropriate to their own abilities and circumstances, follow reasonable instructions from the instructor and stop if they feel unwell, unsafe or unable to continue comfortably.
Participants should tell an instructor about any injury, limitation or circumstance relevant to their safe participation. This can be done privately.
Please do not send us unnecessary confidential medical information about participants through the booking form.
We may adapt an activity where reasonably necessary for safety.
An instructor may ask someone to stop participating if they reasonably believe that continuing would present an unacceptable risk to that person or others.
Nothing in these terms excludes or limits our responsibility where injury is caused by our negligence.
14. Participants Under 18
Please tell us in advance if children or young people under the age of 18 will be participating.
Unless we have specifically agreed otherwise, the person organising the event is responsible for ensuring appropriate adult supervision of children attending the event.
Our instructors are engaged to deliver the agreed dance activity and should not be treated as providing childcare or general supervision outside that activity.
Where appropriate, we may adapt activities to reflect the age and needs of younger participants.
15. Alcohol
Where alcohol is available at an event, participants remain responsible for ensuring that they are fit to participate safely.
Our instructor may modify an activity or ask an individual not to participate if they reasonably believe that the person is too intoxicated to take part safely.
No refund will normally be due solely because an individual is unable to participate safely as a result of alcohol or other intoxicating substances.
16. Behaviour
We want our events to be enjoyable, welcoming and comfortable for everybody involved.
Participants must behave appropriately towards our instructors, other participants and venue staff.
Abusive, threatening, discriminatory, sexually inappropriate or otherwise unacceptable behaviour will not be tolerated.
We may ask an individual to stop participating or leave an event where reasonably necessary.
In serious circumstances we may stop the event if continuing would create an unreasonable safety or welfare risk.
Where an event has to be stopped because of serious misconduct by you or your participants, we may retain an amount reflecting the services provided and losses reasonably incurred as a result.
17. Photography and Video
Learn To Dance may take photographs and/or short video clips during an event for possible use on our website, social media and other promotional material.
Where we intend to take photographs or video, participants will be given a reasonable opportunity to ask not to be photographed, filmed or featured.
We will respect any participant who asks not to be included.
Please tell us before the event if photography or filming is not appropriate for your event or is restricted by the venue.
Where children are attending, we will take particular care over the use of identifiable images and will not knowingly use an identifiable image of a child for our own promotional purposes without appropriate permission.
Where photography or filming is arranged by you, your venue or another third party, responsibility for that photography and any permissions required rests with the person arranging it.
Any personal information contained in photographs or video will be handled in accordance with applicable data protection requirements and our Privacy Policy.
18. Personal Belongings and Damage
Participants remain responsible for their own personal belongings.
We will take reasonable care but cannot accept responsibility for loss of or damage to personal property unless it results from our negligence or another circumstance for which the law makes us responsible.
You may be responsible for damage to Learn To Dance property or equipment deliberately or negligently caused by you or your participants.
19. Our Responsibility to You
We will provide the agreed services with reasonable care and skill.
Nothing in these terms excludes or restricts your statutory consumer rights.
Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability which cannot lawfully be excluded.
We are not responsible for losses which were not reasonably foreseeable when the booking was made or for failures by external venues and other independent third parties which are outside our reasonable control.
20. Circumstances Outside Our Reasonable Control
Sometimes an event may be affected by circumstances genuinely outside either party's reasonable control.
These could include severe weather, major transport disruption, venue closure, fire, flood, serious illness, emergency restrictions or major infrastructure failure.
If this happens, we will work with you in good faith to find a reasonable solution, which may include rearranging the event.
If rearrangement is not reasonably possible, any amount retained or payable will take account of services already supplied and unavoidable losses or costs actually incurred, together with reasonable steps available to minimise those losses.
21. Personal Information
We will use the information supplied in connection with your booking to administer the event, communicate with you, arrange and deliver the service, process payments and maintain appropriate business records.
Personal information will be handled in accordance with applicable data protection law and the Learn To Dance Privacy Policy.
Any optional agreement to receive marketing emails is separate from accepting these booking terms.
If you choose to receive marketing communications, you may unsubscribe at any time.
22. If There Is a Problem
If you are unhappy with something during your event, please tell your instructor as soon as reasonably possible so that we have an opportunity to resolve it.
If the matter cannot be resolved at the event, please contact Learn To Dance afterwards with details of the problem.
We will investigate legitimate concerns and make reasonable efforts to resolve them fairly.
23. Our Agreement With You
Your confirmed booking details, quotation where applicable, these terms and any subsequent changes which we expressly agree with you form the agreement between us.
If any provision of these terms is found to be invalid or unenforceable, the remainder will continue to apply so far as possible.
If we do not immediately enforce a right under these terms, this does not mean that we have given up that right.
24. Governing Law
These terms and your booking are governed by the laws of England and Wales.
Nothing in this section deprives you of any consumer protection which applies to you by law.