GRS BAND CAMP
FULL BOOKING TERMS AND CONDITIONS
OCTOBER HALF TERM BAND CAMP
20-22 October 2026 | 9am-4pm | Ages 7-14
Silent Hill Studios, Unit B, Perram Works, Merrow Lane, Guildford, GU4 7BN
Please read these terms before booking. They apply specifically to GRS Band Camp and take priority over Guildford Rock School's general lesson and club terms where the two differ.
1. Who we are and when a booking is confirmed
GRS Band Camp is provided by Guildford Rock School Ltd ("GRS", "we", "us" or "our"). The contract is between GRS and the parent or guardian making the booking ("you"). Questions and written notices should be sent to contact@guildfordrockschool.com.
A place is confirmed only when the booking form has been completed, full payment has been received and GRS has issued a booking confirmation. Places are offered subject to availability and on a first-come, first-served basis.
2. Eligibility and information supplied at booking
The October 2026 Band Camp is for children aged 7-14 on the first day of camp. It is suitable for young musicians with some playing experience; no grade is required. If you are unsure whether the camp is suitable, please contact GRS before booking.
The booking covers the complete three-day camp and is not divisible into individual days. You confirm that you have parental responsibility, or authority from a person with parental responsibility, to make the booking and provide the required consents.
We will take account of the child's stated main instrument and experience when forming bands and allocating parts. To create workable, balanced groups, we cannot guarantee a particular band, song, role, teacher or exclusive use of one instrument, and we may adjust parts or groupings during camp.
You must provide complete and accurate information about the child, including emergency contacts, medical conditions, allergies, medication, additional needs, learning needs, communication needs and behavioural considerations that may affect participation, supervision or safety. You must tell us promptly if anything changes before camp.
3. Fees, early-bird offer and payment
The standard price is £165 for the full three-day camp. The early-bird price is £150 where the booking and full payment are completed by 11.59pm on Sunday 13th September 2026. Promotional prices cannot be applied retrospectively and cannot be combined unless we expressly state otherwise.
Any optional merchandise, delivery charge or other add-on selected at checkout is separate from the camp fee. Merchandise is subject to availability and the collection or delivery option selected when ordering.
All prices are stated in pounds sterling. The confirmed camp fee will not increase after booking unless you later agree to an optional add-on. Any payment problem must be resolved before the child attends.
4. Cancellation by a parent or guardian
All cancellations must be made in writing to contact@guildfordrockschool.com. The cancellation date is the date on which GRS receives the written notice.
If we receive notice more than 28 days before the first day of camp, the camp fee will be refunded in full. For the October 2026 camp, this means notice received by 21 September 2026. If we receive notice between 14 and 28 days before the first day of camp (22 September-6 October 2026 inclusive), 50% of the camp fee will be refunded. If we receive notice fewer than 14 days before the first day of camp (from 7 October 2026), the camp fee will not normally be refunded.
These cancellation amounts reflect the advance staffing, venue and preparation commitments for a capacity-limited event. We will take reasonable steps to reduce our loss. If a cancelled place is resold, we will review the amount retained and make any further refund due, less a reasonable administration charge of up to £10 and any costs already incurred for that booking.
With our prior written agreement, a booking may be transferred to another eligible child up to seven days before camp, provided the replacement child's full booking, emergency and consent information is supplied in time. A booking cannot be resold or transferred without our approval.
Band Camp is a leisure service provided on specific dates. The statutory 14-day cooling-off right that applies to many online purchases does not normally apply to the camp booking. This does not remove statutory rights relating to separately purchased merchandise. The cancellation rights above are the contractual rights offered by GRS and do not affect any other statutory rights.
5. Illness, absence and missed time
A child must not attend if they are unwell, have symptoms of an infectious illness or have been advised not to attend by a medical professional or public-health guidance. Please notify us as soon as possible.
No refund or credit is normally available for non-attendance, illness, arriving late, leaving early or missing part of the camp for reasons outside GRS's control. We may consider exceptional circumstances at our discretion; this does not create an entitlement or precedent. Parents may wish to arrange suitable cancellation insurance.
6. Cancellation or changes by GRS
GRS may make reasonable changes to teachers, staffing, rooms, repertoire, groupings, timings within the advertised day or planned activities where necessary to run the camp safely and effectively. We will tell parents about any material change as soon as reasonably possible.
If GRS cancels the whole camp, you may choose a full refund of the camp fee or, where available, a transfer or credit. If GRS cancels a complete day and cannot provide a reasonable alternative, you may choose an appropriate refund for the affected part or, where available, a credit.
We may cancel because minimum viable numbers have not been reached, staff cannot safely be replaced, the venue becomes unavailable, severe weather, government restrictions, an emergency or another circumstance outside our reasonable control. Where cancellation is due to insufficient bookings, we will aim to give at least seven days' notice. Our responsibility is limited to refunding the affected camp fee; we are not responsible for travel, accommodation, lost earnings or other consequential costs.
7. Arrival, supervision and collection
GRS is responsible for children during the published camp hours while they are signed in and within the designated camp areas at Silent Hill Studios. Responsibility remains with the parent or guardian before sign-in, after collection and outside the venue, including the car park.
Children must be signed in and collected promptly by a parent, guardian or another adult authorised in the booking information. A child may not leave independently unless this has been expressly agreed with GRS in writing in advance. We may ask for identification or other verification before releasing a child.
If collection arrangements change, you must notify GRS using the contact method given in the pre-camp information. If a child is not collected on time, we will follow our safeguarding procedure and contact the named adults. We reserve the right to recover reasonable additional staffing costs caused by repeated or substantial late collection. Final-day performance and collection arrangements will be confirmed separately.
8. Medical needs, medication and reasonable adjustments
GRS aims to provide an inclusive camp and will consider reasonable adjustments for children with disabilities or additional needs. Please discuss any significant support requirement with us before booking so that we can assess it properly. The camp is not resourced to provide individual one-to-one care or specialist medical support unless expressly agreed in writing.
Where relevant information is disclosed before booking and we reasonably conclude, after discussion with you, that we cannot meet the child's needs safely with reasonable adjustments, we may decline the booking and refund payments made. We will not exclude a child simply because they have a disability or additional need.
Any medication brought to camp must be in its original packaging, clearly labelled for the child and accompanied by written instructions and consent. Emergency medication such as inhalers or adrenaline auto-injectors must be readily available and staff must be told about it at sign-in. GRS staff will provide basic first aid and, where necessary, contact emergency services and the child's emergency contacts.
9. Food, drink and allergies
Parents are responsible for providing any food and drink requested in the pre-camp information and for ensuring it is suitable for the child's needs. All allergies, intolerances and dietary risks must be disclosed before camp. Children should not share food. GRS cannot guarantee an allergen-free environment but will take reasonable precautions based on the information provided.
10. Instruments, equipment and personal property
GRS will provide the equipment stated in the camp information. Where children are asked or choose to bring an instrument or other personal item, it should be clearly labelled and suitable for safe use.
Children must use instruments, amplifiers, studio equipment and venue facilities only as instructed. GRS is not responsible for loss of or damage to personal property unless caused by our negligence. You may be asked to pay the reasonable cost of repairing deliberate damage, or damage caused by a child's serious failure to follow safety instructions.
11. Behaviour and participation
Children are expected to treat others respectfully, follow reasonable staff instructions, use equipment safely and participate without persistently disrupting the experience of other campers.
Staff will normally use reminders, clear boundaries and reasonable support to resolve concerns. Serious unsafe behaviour, bullying, discriminatory or abusive behaviour, deliberate damage, leaving designated areas, or repeated disruption may require a parent or guardian to collect the child. In a serious situation, or where reasonable support and adjustments have not resolved the concern, GRS may exclude the child from some or all of the remaining camp.
No refund is normally due where a child is removed because of serious or repeated behaviour after reasonable steps have been taken. This will be considered fairly in light of the circumstances, any disclosed additional needs and GRS's duty to safeguard all children.
12. Safeguarding and emergencies
The camp will be run in accordance with the GRS Safeguarding Policy and relevant out-of-school-setting guidance. Staff working directly with children are required to hold appropriate DBS checks and will be recruited and briefed for their roles. Any safeguarding concern will be handled in line with our policy and may be shared with the appropriate authorities where necessary to protect a child.
You must provide at least one emergency contact who can be reached throughout camp hours and can arrange prompt collection if required. In an urgent situation, GRS may take reasonable steps to protect the child's welfare, including seeking emergency medical assistance.
13. Photography and the final-performance video
GRS intends to film the final performance so that a private video can be shared with the families of participating campers. The booking form will ask separately for permission for the child to appear in this recording. If permission is not given, please contact us before camp so that a reasonable alternative can be planned.
The private performance video is for the personal use of participating families. The delivery method and period for which the video will remain available will be explained before it is shared. Recipients must not post, publish or distribute footage containing other children without the agreement of the relevant parents or guardians.
Use of a child's photograph, name, audio or video for public marketing, including the GRS website, advertising or social media, requires separate optional consent. Refusing or later withdrawing marketing consent will not affect the child's booking or participation. Withdrawal cannot require the recall of material already lawfully printed or published, but it will be respected for future use so far as reasonably practicable.
14. Personal information and privacy
GRS will use booking, emergency, health and consent information to administer the camp, take payment, communicate with families, keep children safe and meet legal obligations. Information may be shared with GRS staff, the venue, emergency services or safeguarding authorities where necessary and proportionate.
Personal information will be handled in accordance with UK data-protection law and the GRS Privacy Policy. Health and additional-needs information will be available only to people who need it to support or safeguard the child.
15. Liability
GRS will provide the camp with reasonable care and skill. Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, breach of statutory rights, or any other liability that cannot lawfully be excluded.
Subject to the paragraph above, GRS is responsible for loss or damage that is a foreseeable result of our breach of contract or failure to use reasonable care and skill. We are not responsible for loss that is not foreseeable, for business loss, or for loss caused by inaccurate or incomplete information supplied by the parent or guardian.
16. Complaints and concerns
Please raise any concern with the Camp Leader as soon as possible so that we have an opportunity to address it. Formal complaints should be sent to contact@guildfordrockschool.com with the child's name, the relevant dates and a clear description of the issue. We will acknowledge and respond within a reasonable time.
17. Changes to these terms, law and acceptance
The version in force when the booking is confirmed will apply. We may make a change where required by law or genuinely necessary for safety or effective delivery, but we will not use a later change to remove a material right from an existing booking without agreement.
If any part of these terms is found unenforceable, the remaining terms will continue to apply. These terms are governed by the law of England and Wales, and the courts of England and Wales will have jurisdiction, without limiting any mandatory consumer right to bring proceedings elsewhere.
By completing the booking and making payment, you confirm that you have read and accepted these terms and that the information and consents supplied are accurate.