Full Booking Information, Terms & Conditions – Theatre Workout Ltd.
By making payment for your booking you are thereby agreeing to the following booking terms and conditions:
Theatre Workout offers a bespoke service. Any information you provide about your group will be used to ensure you and your group receive the best possible service from Theatre Workout and its partners. The more information you provide about you’re group and their requirements, the better the service we can provide.
Please complete and return the Booking Form supplied with your invoice to tell us about your group before payment is made. Theatre Workout cannot guarantee to cater for all your needs if information is received post payment.
Agents: please ensure this information is forwarded to your clients.
Theatre Workout Services - Workshops & Participatory Events:
In order for your workshop or event to be successful a two-way relationship must be developed between our workshop or event leader(s) and your group.
Theatre Workout guarantees to make every effort to tailor the content of your workshop or event to you and your group, working with you in the lead up to, and during the event, to ensure it meets you needs. We will continue to amend our techniques throughout your event to engage, entertain, educate and inspire creativity in participants.
In return, we expect your group to be open to instruction and be willing to work with us throughout the session without disrupting or blocking the techniques offered.
With student groups we actively encourage teachers to participate. We find that when they do, students are more engaged and responsive. We also want teachers to learn from us and take the techniques back to the classroom. For this reason we offer additional free resources on our website at www.theatreworkout.com/resources
General Information Regarding Workshops:
All workshops are interactive and you are advised to wear suitable attire or bring a change of clothing with you. Comfortable, loose fitting clothing is ideal with suitable footwear.
Heeled shoes, boots, tight-fitting or restrictive clothing is not advised. You may be asked to remove these items for health and safety, and for productivity reasons.
You are also advised to bring with you bottled water, pen and paper.
Workshop Venue addresses and map links can be found here.
Q: Where will our workshop/event take place?
A: Venue names are always listed on your invoice and other booking documents. The full address and map link for your workshop venue is available at here.
Q: How much do workshops cost?
A: Prices depend on the nature of the booking you want to make, We make every effort to keep our costs low and to subsidise workshops for state schools and groups from disadvantaged backgrounds as much as possible, so have higher rates for leisure and corporate groups. Prices are generally based on the group size and event duration. Minimum rates apply*:
Education Groups based on groups of 25+. Teachers go free but must be present and are encouraged to participate.
Two hour workshops from £18.50 per person
Three hour workshops from £25 per person
Four hour workshops from £35 per person
Full day (six hour + lunch) workshops from £47.50 per person
£5 surcharge per person for film acting, armed stage combat, and make-up demonstrations due to extra equipment and resources required.
Leisure Groups have a split price structure depending on the group size:
90 minute parties from £30.50 per person for the first 15 people, then £17.50 for each extra person
Two hour parties from £40.50 per person for the first 15 people, then £20 for each extra person
Three hour parties from £45 per person for the first 15 people, then £22.50 for each extra person
Extra fees may apply for selected activities when extra equipment or resources are required.
Business programmes aim to use our premium spaces in West End theatres, hotels and other top creative spaces with a higher ratio of practitioners to participants, compared to our other programmes. Sample prices for groups of 15+ are:
Three hour events from £85 per person
Full day events from £165 per person
Full day with buffet lunch from £195 per person
*All workshop prices include VAT, West End studio hire, practitioners and tailoring to your group's needs and interests as part of our bespoke service.
Q: Do teachers have to pay for workshops?
A: No, teachers accompanying students groups are free but must be present and we do encourage them to participate.
Q: Who leads the workshops?
A: All Theatre Workout workshops are led by trained, professional theatre practitioners including actors, singers, dancers, directors, fight directors, make-up artists etc. Many of our team have performed in the West End, on national tours or have credits with companies like the RSC and National Theatre. Some have their own production companies but all have extensive experience leading workshops and have received training from Theatre Workout. All Theatre Workout practitioners are DBS (formerly CRB) checked and are covered by Theatre Workout's public liability insurance.
Q: Are there minimum or maximum numbers for your workshops?
A: No. We will work with any group of any size, age, ability etc. However, for large groups we may split them between different studios with multiple workshops running simultaneously.
Q: Are there any minimum fees for workshops?
A: Yes. Prices vary depending on the nature of your event but are generally based on groups of 15, 20 or 25+. Contact Theatre Workout for more information.
Q: We're a school, charity or not for profit organisation, so do we have to pay VAT?
A: Yes. VAT is included in all prices quoted but exceptions may apply to some hospitality services such as travel and some guided tours. Many schools and charities can reclaim VAT from HMRC but you do have to pay it in the first place.
Q: What is the youngest age Theatre Workout caters for?
A: As a guide, seven is the youngest age Theatre Workout caters for, but exceptions may apply. There is no upper age limit!
Q: Can I get a risk assessment?
A: Given the bespoke nature of our workshops and training, content can change depending on many factors, so we do not have formal risk assessments for them. However, we do have health and safety and child protection policies in place to ensure practitioners deliver exercises which are safe, nurturing and supportive.
Risk assessments for venues can be obtained from most venues on request. Theatre Workout does not own or manage any venues so we are not responsible for the upkeep of these facilities. However, we do monitor spaces and take steps to ensure all studio spaces are well maintained and are suitable for our needs.
Third Party Activities:
As part of Theatre Workout’s bespoke services, additional activities and services can be added to your booking on request as part of our DMC/Hoslitality service. This includes theatre tickets, backstage tours, meals, travel by coach and train, B&B accommodation and more. Theatre Workout has access to considerable discounts with savings passed on to clients.
Any booking can be amended as required before payment is received. Post payment, no refunds or exchanges are offered under any circumstances.
Tickets & Vouchers:
Tickets for theatre performances, attractions etc. may be forwarded to you if provided by the venue. However, in most cases, Theatre Workout will provide you with vouchers for any activity booked.
No tickets will be sent to clients based outside the UK. Vouchers will be sent for all third-party activities by email and/or post.
Vouchers will also be provided if despatched tickets are lost or stolen. Duplicate tickets will never be despatched a second time. If tickets do not arrive, or are lost, please ensure you notify Theatre Workout in advance so arrangements can be made.
Restaurant reservations are advised when booking a group. Most restaurants will offer a set menu for group bookings, and request a pre-order for your group up to seven working days in advance of your visit. This will allow restaurants to make all necessary arrangements for your group to speed up service and ensure you can make later reservations and bookings.
Travel arrangements are usually exempt from VAT.
Train travel can only be booked up to twelve weeks in advance. If booking more than twelve weeks in advance, Theatre Workout can quote for travel based on current prices, but cannot guarantee availability or final prices until tickets are released for sale.
Coach travel can be booked in advance, and is generally considerably cheaper than train travel.
Theatre Workout is happy to arrange air travel, however prices change frequently and tickets cannot be reserved.
Theatre Workout does not supply flights.
Hospitality cancellations, delays and complaints:
Theatre Workout acts as an agent on behalf of its suppliers for all hospitality services and is therefore not responsible for the delivery of each activity booked.
Theatre Workout will operate under guidance from each supplier regarding the scheduling of each activity booked through Theatre Workout.
Theatre Workout accepts no responsibility for any costs incurred to a client due to delays, cancellations or errors caused by a supplier, but will work on your behalf to rectify any issues.
Should an activity be cancelled by the supplier, a full refund will be sought by Theatre Workout on a client’s behalf at the earliest opportunity. Refunds will be offered to the client minus any non-refundable booking fees charged by Theatre Workout.
Should any costs be incurred by the client as a result of delays, cancellations or errors caused by the supplier, Theatre Workout will seek compensation on the client’s behalf for those services, but they are not guaranteed.
If a client cancels a 3rd party booking, Theatre Workout will request a refund from the supplier, but cancellation fees may be charged. Any refunds returned to the client will exclude booking fees charged by Theatre Workout or cancellation fees charged by the supplier.
Should a group be delayed, or they do not show for a workshop or other activity, no refunds will be issued.
Theatre Workout strongly advises clients to arrange specialist school group travel insurance for their own protection, to cover any unavoidable delays or cancellations out of their control. Click here for more information.
Q: How does Theatre Workout source third party suppliers?
A: Theatre Workout works with some suppliers direct. In other cases, we use specialist agents to access the best trade offers, some of which are not available to the public. This is particularly the case for accommodation and coach hire. Our agents have a strong industry reputation and make every effort to ensure suppliers are suitable for our client's needs.
Q: Regarding Hospitality packages, is Theatre Workout a registered tour operator?
A: Theatre Workout is a DMC (Destination Management Company) supplying packages to clients and to the travel industry. We offer an award-winning one-stop-shop booking service for tickets, tours, accommodation, travel, meals and attractions for groups on request, designed to give you a relaxed and enjoyable self-guided trip.
Theatre Workout is not responsible for the delivery of third-party services. We work with a network of trusted agents and industry partners to access the best quality services and prices on behalf of clients.
In the rare case of problems with services booked, these should first be dealt with by suppliers direct, but if the issue is not resolved we can assist. Theatre Workout will do everything within its power to liaise with suppliers to find a suitable solution on client's behalf.
All third-party bookings are arranged in good faith but are not ATOL protected and may be subject to change or cancellation at the suppliers discretion. Once Theatre Workout is paid for a trip or activity, the supplier is paid in advance for their services. Cancellations for any reason are only refunded with the express permission and agreement of the supplier as per their terms and conditions.
Q: Does Theatre Workout Hospitality charge booking fees?
A: Yes. Booking fees are charged for hospitality services and activities. Fees are included in the total amounts shown on your invoice.
Booking Terms & Conditions
Quotes: An unconfirmed estimate for requested events or packages which cannot be guaranteed until reservations are made.
A provisional booking where goods and services have been held with suppliers until a stated due date. Reservations must be paid by this date to secure the booking, but can be amended in any way, including changing dates, times, content, etc in that time. Changing a reservation may result in changes to prices.
Confirmed Booking: A booking which has been paid for, or which has been confirmed on account but arrangement with Theatre Workout.
Account Confirmation: A process of confirming a booking for partner clients whereby the booking is treated as paid, but without immediate payment. Payment is required within a set time-frame to finalise arrangements.
Confirmation: A verbal or written intention to pay, but where payment has not been processed. Confirmed bookings without payment are treated as a reservation until payment is received.
Extension: Arrangement of more time to confirm or pay for a booking. Theatre Workout may not have control over deadlines as this can be dictated by suppliers for third party packages or for venues used to deliver its own workshops and courses.
Overdue: When bookings have not been paid for, the deadline has passed, and bookings may be cancelled by suppliers. An urgent update is required to cancel, extend or secure a booking with suppliers. Agreed fees and services cannot be guaranteed if a booking becomes overdue.
Cancellation: A booking can be cancelled by Theatre Workout, it’s suppliers or the client at any time before payment is received.
General Terms and Conditions
Clients are responsible for ensuring that all booking details are correct including dates, times, quantity and content of their package. Any errors must be communicated to Theatre Workout in writing.
All invoices are inclusive of VAT at the standard rate. Once paid, a VAT receipt will be issued.
Some exceptions to VAT include travel arrangements such as coach hire or London Underground travel cards.
Once a booking is confirmed, no refunds or exchanges are allowed.
It may be possible to amend bookings after payment has been made. However, this will be at the discretion of Theatre Workout or its suppliers, and extra fees may be charged.
Failure to pay an invoice by the due date may result in the cancellation of reservations with suppliers. Theatre Workout cannot guarantee availability if invoices are not paid for on time.
Once a booking is confirmed, final details of the booking will be confirmed in writing. Clients must check all information to ensure no mistakes have been made and that all confirmed details of their booking are correct.
Should the details of a booking be incorrect the client must alert Theatre Workout to resolve no later than seven days after confirmation. Workshop content may be changed no later than seven days prior to the start of the workshop.
Theatre Workout offers to tailor each workshop to a client’s needs. A workshop development form will be sent at the time of the booking for clients to provide Theatre Workout with any specific requirements. Please provide this information along with payment and no later than 14 working days in advance of an event date.
Should Theatre Workout be forced to cancel a workshop for reasons of human error, travel disruption on the day, practitioner illness or other issues on the day which could not be rectified, a full refund will be provided.
Should the duration of a workshop or event be cut short by Theatre Workout by more than 15 minutes, due to unavoidable circumstances outside its control, a pro-rated refund may be offered for the lost time, if the event cannot be extended at the end of the session. This may include issues such as travel delays affecting a workshop leader’s inbound journey.
If a workshop is cancelled by the client, or the client fails to attend, no refund will be due under any circumstances.
Q: How do I pay for my booking?
A: Payment details are on your invoice. You can pay by bank transfer, cheque or by card via Pay Pal.
Q: I need to change my booking - is that possible?
A: If your booking is still reserved, you can amend any aspect of your booking. This includes changing dates, times, workshop content, show choices etc.
If your booking has been paid for, additional fees may be charged for changes to your booking. Studios, theatre tickets, and other hospitality expenses are paid for once payment is received from you. These bookings cannot be cancelled, therefore changes may incur additional studio hire fees, new theatre tickets, etc. which will be passed on to clients.
Theatre Workout may also charge a £25 admin fee for arranging changes to confirmed bookings.
Clients are advised to check all booking details before payment is made to prevent later changes to the booking.
Q: I want to cancel my booking - is that possible?
A: If you have an unpaid reservation you can cancel your booking at any time without charge.
If your booking has been paid for we are unable to cancel it with a full refund. In some exceptional circumstances we may be able to offer a partial credit note towards a replacement booking, but decisions are made on a case-by-case basis at the company’s discretion. All decisions are final.
If you are unable to travel you should consult your insurance provider.
If you have concerns regarding travel due to COVID-19, please read our blog post here. Theatre Workout may not cancel bookings in the instance of force majeure and you may not be eligible for a full refund for cancellations due to enforced travel bans or school closures.
Data protection, usage and management:
Theatre Workout may use your contact data for marketing purposes, to tell you news and other programme information related to your interests. You can opt out of this service at any time. If you unsubscribe, your data record may be kept for compliance purposes but we will not use it for future marketing.
Your data may be shared internally with practitioners and externally with supplier partners for the sole purpose of developing and delivering your booking(s).
Theatre Workout will not sell or share your data in any way with other third party organisations.
Data is stored securely in trusted, password-protected, online systems which are integral to the management and delivery of Theatre Workout's services. This may include, but not limited to, document storage (Drop Box), C.R.M. (Capsule), accounting (Xero), marketing (Mail Chimp), and payment (Pay Pal) platforms, which are accessible only by Theatre Workout staff.
Theatre Workout takes full responsible for the safe sharing of your data, and partner systems have been chosen in part due to their security features. Some data, such as names, telephone numbers and email addresses, may be stored locally on physical devises which are password protected. In the unlikely event of any data breech, Theatre Workout will work with our partners to ensure your personal data is protected to the best of our ability.
Your data may be kept as long as is legally permitted as part of Theatre Workout's commitment to deliver the best possible service to clients. Your data records may be deleted by Theatre Workout on receipt of a formal, written request.
Q: Something went wrong - I want to complain. Who do I contact?
A: We take complaints seriously. We make every effort to ensure all our clients receive the best possible service by Theatre Workout, its partners and suppliers, but occasionally the best plans can go wrong.
In the case of issues with Theatre Workout's workshops, everything will be done to ensure the session delivered meets your needs. Theatre Workout takes full responsibility for any issues relating to workshops, and will do what we can to remedy any concerns as quickly as possible. If unavoidable issues impact the delivery of your workshop causing delays or cancellations you will receive a refund or replacement booking, but Theatre Workout cannot take any responsibility for any additional costs incurred, such as for travel.
In the case of any third party booking, such as for theatre tickets, travel or accommodation, Theatre Workout is not responsible for the delivery of these activities. Responsibility lies with the service provider, who should be your first point of contact if something goes wrong. Please speak with on-site staff straight away, but ensure you inform Theatre Workout of any developments. If on-site staff are not able to address your concerns, please contact Theatre Workout immediately and we will look into it on your behalf.
For clarity of information, all complaints must be made in writing by email. Please contact Theatre Workout on with full details of your complaint, so we can log it against your booking and investigate with suppliers, practitioners, venues, etc.
In the case of emergencies, you can call Theatre Workout on +44 (0)20 8144 2290 to discuss and we will do everything possible to assist you.
For the safety of the client and employees of Theatre Workout, Theatre Workout Ltd holds Public and Employers Liability Insurance covering all workshops and third party activities provided by the company.
Insurance for workshops and courses is held with Hiscox Insurance Company Ltd via Hencilla Canworth.
PUBLIC AND PRODUCTS LIABILITY - INSURED
11497 WD-HSP-UK-HSH-GL (2)
Hiscox Insurance Company Limited
Limit of indemnity
Insurance for third party activities is held with Touchstone Underwriting via Endsleigh
Endsleigh Insurance (Brokers) Limited
Limit of indemnity
Q: I want to protect my trip - what can I do?
A: Certain aspects of your trip are protected. If a performance or other activity is cancelled by the service provider they are responsible for refunding you. However, they are not responsible for any impact on the rest of your booking, such as if a coach or train is diverted or breaks down.
Clients are advised to arrange independent travel insurance to cover all aspects of their trip, as booked with Theatre Workout.
Theatre Workout, in partnership with Endsleigh Insurance Services now offer competitive single trip travel insurance protection for your group which we recommend to all clients to protect their trip in the event of unexpected events which cause delays or cancellations to your trip. Read more here.
Clients are advised to contact Theatre Workout in writing regarding any issue relating to Public Liability Insurance, or to request a copy of Theatre Workout’s insurance documentation.
Theatre Workout accepts no responsibility for any accident or event outside the programmes created by the company. For any issues relating to third parties (including, but not limited to hotels, restaurants, theatres, the streets of London, etc.) Theatre Workout may provide assistance, and groups are covered by that venue’s own public liability insurance.
Any issues relating to services from Theatre Workout’s partners should be reported in writing.
Child Supervision and Safeguarding
Theatre Workout is not responsible for your students during your visit and requires teaching, or other school supervisory staff, to be present at all times.
Theatre Workout recommends school groups consist of at least 1 adult per 10 students.
A minimum of 1 teacher must remain with each student group at all times during our workshops. We actively encourage participation by teaching staff in our workshops.
Should no supervising staff be present at any time, Theatre Workout’s staff may pause or end a workshop and remove themselves from the space until supervising teachers return.
In an emergency, teachers are advised to follow evacuation instructions given by the venue, workshop leader, or other on-site venue staff, such as front of house, office and education staff being the first port of call.
Theatre Workout recommends that students under the age of 14 are always escorted by an adult when they need to leave the workshop space for any reason.
In the event that practitioners identify any concerns regarding a student’s welfare, or a student reports any issues to our practitioners, they are advised to first report this to the group’s teachers, or to Theatre Workout’s main office, so it can be reported back to the school.
In the unlikely event teachers or students have any concerns regarding the welfare of students within a workshop, it should first be reported to the practitioner, or to Theatre Workout’s main office on 0208 144 2290. All reports must be followed up in writing.
All workshop leaders and assistants are made aware of the Department of Health’s guidelines “what to do if you’re worried that a child is being abused” and would alert the Theatre Workout main office of any concerns.
All Theatre Workout practitioners are DBS checked. All are professionally trained and have at least three years of professional experience in their field. They also have extensive teaching experience with Theatre Workout and other organisations.
However, for the welfare of all concerned, Theatre Workout recommends that Theatre Workout staff are never left unsupervised with an individual child, and that supervising staff are always present.
Photography and Filming
Theatre Workout reserves the right to record any of its workshops for internal documentation, staff assessment, and quality control. This may include the taking of photographs or video.
If any images or recordings are suitable for marketing purposes, authorisation will be sought from the school and or students before use.
Theatre Workout permits clients the use of photography and filming in its workshops. Any copies provided to Theatre Workout for the companies own documentation would be gratefully received.
Permission to take photos or to film outside the workshop studio must be obtained from the venue management.
Theatre Workout does not own or manage any of the venues used for workshops, and the content of each workshop may vary based on the age, ability, and requirements of each group taking part. As such, Theatre Workout does not have any risk assessments for its workshops.
However, every venue has been inspected by Theatre Workout. Any issues or concerns are reported back to Theatre Workout by its practitioners, and conversations are ongoing with venue management regarding the suitability of each venue for the delivery of workshops.
Practitioners are also trained in best practice, health and safety, and child welfare, to ensure workshops are delivered in a safe and productive manner.
Theatre Workout cannot be held responsible for individual action of participants outside of the instructions given, which may result in accident or injury to the individual in question, or to others.
Risk assessments for third party suppliers, such as accommodation or travel suppliers, may be possible. Please contact Theatre Workout at least three weeks ahead of your event to discuss.
Should a client need to conduct its own risk assessment, arrangements can be made with suppliers. Please contact Theatre Workout at least three weeks ahead of your planned risk assessment date.
In the event of an emergency evacuation, please follow venue staff instructions.
Please be aware that each workshop venue used by Theatre Workout will have its own evacuation procedure. Workshop leaders and group leaders should both take responsibility for checking evacuation procedures on arrival at the workshop venue
Details of the Assembly Point can be obtained from venue staff on the day of arrival.
Accidents and illness
Theatre Workout staff are trained to avoid accident or injury in all workshops, however some workshop content may involve some degree of risk, such as in stage combat, or any other physically based workshop, such as dance or physical theatre. Practitioners will always exercise caution when conducting any exercise.
Theatre Workout can take no responsibility for unavoidable accidents outside of its control during the workshop or within the workshop venue, caused by individuals within the group, other persons within a venue, or by the physical venue itself.
In the event of a student suffering an accident during a workshop with Theatre Workout:
Both Theatre Workout staff and the group leader will establish what action needs to be taken and will put any measures in place together
In the event of minor issues, the affected individual should be cared for by group leaders/teachers while the practitioner continues with the workshop.
In more serious circumstances, a workshop may be terminated, especially if the health and safety of the group is of concern.
Theatre Workout staff may not be able to provide any form of medical treatment. If necessary, Theatre Workout or venue staff may contact the emergency services. The group leader must ensure that the child is cared for until further help arrives
Details of all accidents should be reported to the Theatre Workout main office in writing by both the workshop leader and the group leader
First Aid Kits are usually located within each workshop venue. Please consult venue staff if necessary.
Any known health or welfare issues affecting individuals within a group should be reported at the time of booking. Measures can be taken to avoid triggering any conditions.
Emergency contact details
Supervising teaching staff should have access to emergency contact information for the students in their care, and should have parental consent for the students to participate in any workshop with Theatre Workout.
In an emergency, Theatre Workout workshop leaders will contact the Theatre Workout main office for more information.
Our contact details are 0208 144 2290 | 07932 729031 | firstname.lastname@example.org
During a standard two hour-long workshops no break is given. Students are permitted to use facilities within the venue if they need to go. Theatre Workout staff are not responsible for their supervision when outside of the workshop space.
During a workshop of more than two hours, toilet and refreshment breaks will be provided. Students and/or school staff must provide the groups refreshments unless arranged with Theatre Workout in advance.
Day Long Workshops: Theatre Workout may be able to arrange lunch to be delivered to the workshop venue by arrangement. Alternatively students can bring a packed lunch or make provision to purchase lunch locally.
Most studios do not allow consumption of food without permission. If you want to hire the studio for your group to eat packed lunches etc after your workshop, studios must be hired for the extra time and a member of Theatre Workout staff must be present to ensure the space is left as it was found as we are responsible for the studio.
Written permission must be received from Theatre Workout confirming the venue’s consent and the extra hire must be paid for.
If workshops are cut short to enable you to eat without the extra hire, written consent is still required and permission must be sought from the venue management.
If you have any questions, concerns or complaints regarding your booking or the service received from Theatre Workout or its partners, please contact Theatre Workout in writing at email@example.com, stating all evidence and claim information.
While Theatre Workout is not responsible for the service delivered by its partners, it is important to the company that service is of the highest standard and will endeavour to assist in any way possible.
If you have any questions regarding your booking, please contact Theatre Workout on the details below.
We thank you for booking with Theatre Workout and we hope you enjoy your theatre booking. We look forward to working with you soon.
Updated 10 March 2020