Applicable to Residential Camps and Showcase Events

1. Definitions
1.1 The following meanings apply:
Attendee: the child attending the Event
Booking Form: the form completed to register the Attendee
Event: the specific camp/showcase booked
Event Period: the published dates of the Event
Fee: the total amount payable for participation
P/G: the parent or legal guardian of the Attendee
Premises: the Event location and facilities
Services: coaching, accommodation, meals and supervision
Rules: all General Rules and Specific Rules applicable
Terms: these Terms and the Booking Form
A&F: Academia & Football Ltd

“Writing” includes email.

2. Contract
2.1 A binding booking exists only once A&F issues written confirmation.
2.2 Where more than one P/G is named, liability is joint and several.

3. A&F Responsibilities
3.1 A&F will provide the Premises and Services during the Event Period.
3.2 Services will be delivered with reasonable skill and care.

4. Parent and Guardian Responsibilities
4.1 The P/G agrees to:
a) pay the Fee in accordance with clause 5
b) comply with all Rules and ensure the Attendee does so
c) arrange travel to and from the Event unless otherwise stated
d) ensure the Attendee holds correct travel and visa documentation
e) notify A&F of relevant medical, dietary, behavioural or SEND needs
f) provide at least two emergency contacts available during the Event
g) ensure medication is supplied with correct labelling and instructions

4.2 The P/G indemnifies A&F against losses caused by breach of these Terms.

4.3 Behaviour & Expulsion
A&F reserves the right to remove any Attendee whose behaviour endangers health, safety or welfare, causes serious disruption, or is abusive, discriminatory or illegal.
No refund will be due if removal is due to behaviour.

5. Fees and Payment
5.1 Fees must be paid in full to secure the booking unless otherwise agreed.
5.2 Participation is not permitted where Fees remain unpaid.

6. Cancellation
6.1 Cancellation by P/G must be in writing. Charges:
• More than 1 month before start: Deposit retained
• Less than 1 month: 50 percent of Fee payable
• Less than 1 week: 100 percent of Fee payable

6.2 If A&F cancels the Event, all Fees paid will be refunded. A&F is not liable for any travel or accommodation costs.

7. Medical and Welfare
7.1 A&F provides qualified first aid and safeguarding supervision.
7.2 The P/G authorises A&F to administer first aid and seek emergency treatment if necessary. Reasonable attempts will be made to contact the P/G first unless delay risks further harm.

8. Photography, Video and Media
8.1 A&F may capture images and videos of Attendees for safety monitoring, sharing with families and promotional purposes.
8.2 If the P/G does not consent to promotional use they must inform A&F in writing before the Event starts.
8.3 A&F will respect any non-consent notice.
8.4 Personal data will be processed in accordance with UK GDPR and A&F’s Privacy Notice.

9. Liability
9.1 Nothing limits liability for:
• death or personal injury due to negligence
• fraud or fraudulent misrepresentation
• other non-excludable statutory obligations

9.2 A&F will not be liable for:
• lost or damaged property
• loss of travel costs
• indirect or consequential losses

9.3 Maximum liability is limited to the Fee paid.

10. Insurance
A&F maintains public liability insurance. The P/G must not act in a way that invalidates such insurance.

11. Personal Property
A&F accepts no responsibility for valuables including electronics or money.

12. Safeguarding and Security
12.1 A&F follows UK safeguarding standards.
12.2 Certain areas may be restricted to staff only.
12.3 Night-time supervision is provided during residential events.

13. Force Majeure
No liability for delays or failures caused by circumstances outside reasonable control.

14. Data Protection
Personal data will be handled in accordance with the UK GDPR and A&F’s Privacy Notice, available on request.

15. Complaints Procedure
Concerns should be raised with the Event Manager onsite. Formal complaints may be submitted in writing to A&F management.

16. Governing Law
These Terms are governed by English law. The parties submit to the exclusive jurisdiction of the English courts.

Appendix A: General Rules for Use of Facilities
• Compliance with safeguarding, safety and behaviour standards
• Non-smoking and no illegal substances
• Respect for property, staff, neighbours and other users
• Report maintenance issues promptly
• Keep noise to a minimum, particularly in residential areas
• No dogs except assistance dogs
• Supervision and safety compliance in all activities
• Lost property remains responsibility of individuals

Appendix B: Residential Rules
• Fire drills and safety briefings mandatory
• Private areas must not be accessed
• Catering arrangements must be respected
• Daily cleaning provided Monday to Saturday
• Bedrooms must be left in a tidy condition on departure
• Charges may apply for damage or losses