Parent Terms & Conditions

1. About West End Academy

West End Academy provides youth-theatre and performing-arts activities for children and young people. It is currently operated by Stagesmiths Ltd, company number 17370263.

These terms apply to regular classes, trials, rehearsals, performances, workshops and related Academy activities.

2. Registration and trials

A parent or legal guardian must complete the Academy's safety registration before a child attends. Registration includes emergency contacts, relevant medical or support information, consent choices and policy acceptance.

Each child may attend one free trial in total across all West End Academy locations, subject to availability. A trial request is an enquiry, not a confirmed booking. The Academy will confirm the venue, date and time directly before attendance.

3. Monthly membership and fees

Monthly membership is £40 per child, paid throughout the year by recurring card payment. It covers 39 one-hour term-time sessions.

The monthly payment remains due during school-holiday months because the cost of the 39 sessions is averaged across the year. Membership is rolling, not a fixed annual commitment, and may be cancelled under section 5. There is no registration fee.

A mid-month starter pays a proportionate first amount, followed by £40 on the first of each month. The first child pays the full fee and each additional sibling receives a fixed 10% discount while both memberships remain active.

4. Place confirmation and launch groups

Expressions of interest, trial requests and registrations do not by themselves create a confirmed class place. A place is confirmed only when West End Academy has confirmed the class, completed its safety checks and set up the required membership payment.

Launch groups are normally ages 6-7, 8-11 and 12+, with a maximum initial class size of 15. Home-education sessions are for ages 6+. A group will open only when its venue, insurance, staffing and viable paying cohort are ready.

5. Cancellation by families

Membership may be cancelled by giving one full calendar month's written notice to info@westend.academy. For example, notice received on 12 March ends membership on 30 April.

Fees due during the notice period remain payable. Fees already paid are not normally refundable except where required by law or expressly agreed by West End Academy.

6. Attendance and missed classes

Family absences, including illness, holidays and other commitments, are non-refundable. A make-up session may be offered only when a suitable class and space are available; it is not guaranteed.

If West End Academy cancels a regular session, it will try to rearrange it. If it cannot reasonably do so, a credit will be applied.

7. Performances and additional costs

Every launch company works towards an informal parent sharing in December 2026. A sharing held in the normal class hall or studio is free for families to attend.

A performance in a theatre or hired performance venue may use paid audience tickets. Students will not initially be charged a production or participation fee. Any future optional workshop, special project or exceptional cost will be explained separately before a family commits.

8. Clothing and belongings

Children should attend in comfortable clothing and suitable footwear, with long hair tied back where appropriate and a named water bottle. There is no compulsory uniform in term one.

Families remain responsible for personal belongings. Valuable items should not be brought to sessions unless necessary.

9. Behaviour and inclusion

Students, parents and staff must follow the West End Academy Code of Conduct and treat one another, venue teams and property respectfully.

The Academy aims to make reasonable adjustments where possible. Families should share relevant support information before attendance so the team can discuss what is safe and practical.

10. Safeguarding, health and emergencies

Safeguarding concerns should be reported to the Designated Safeguarding Lead, Harry Smith, at info@westend.academy. If a concern relates to the Designated Lead, it should be reported to Deputy Lead Claire Smith at the same address.

Parents must provide accurate emergency, medical, allergy and support information and keep it current. In an emergency, West End Academy may contact an emergency contact, emergency services or another appropriate safeguarding authority.

A child should not attend when unwell, contagious or unable to participate safely.

11. Arrival and collection

Parents or guardians are responsible for safe arrival and prompt collection. Children may be collected only by an authorised adult unless an alternative arrangement has been agreed in writing.

Parents should contact the Academy as soon as possible if delayed. Repeated or excessive late collection may lead to a review of the child's place.

12. Photography and video

Photography and video choices are recorded during registration. Identifiable images or recordings will not knowingly be used for public marketing without the relevant consent.

Parents must not photograph or share images of other children without permission.

13. Data protection and communication

West End Academy collects only the information reasonably needed to operate safely and professionally, including registration, contact, emergency, medical, consent, attendance and payment records.

Information will be used for legitimate Academy purposes, kept with reasonable security and not sold to third parties. The current Privacy & Cookies Notice explains the purposes, lawful bases, retention approach, sharing and family rights in more detail.

Formal notices will normally be sent by email; WhatsApp may be used for non-sensitive reminders and updates. Sensitive medical or support details will not be sent through WhatsApp.

14. Liability, complaints and updates

West End Academy will take reasonable care in providing its activities. Nothing in these terms excludes or limits liability where doing so would be unlawful.

Questions or complaints should be sent to info@westend.academy and will be considered fairly and within a reasonable timeframe.

Significant changes to these terms will be shared with families. Registration, payment or attendance after the terms have been provided confirms acceptance by the parent or guardian.