Terms & Conditions

New Malden Theatre Academy

Terms and Conditions

Last updated: 28 August 2026

These Terms and Conditions apply to all term-time classes, trials, workshops, holiday camps, performances and other activities booked with New Malden Theatre Academy (NMTA). By making a booking, the parent or carer confirms that they have authority to do so and agrees to these Terms and Conditions.

Nothing in these Terms and Conditions affects your statutory rights.

Bookings

All students must be registered with NMTA before attending a class, workshop or camp. It is essential that we hold accurate information for every child, including emergency contact details and details of any medical conditions, allergies, injuries, disabilities, learning needs or additional support needs.

Parents and carers are responsible for keeping this information up to date and for telling us promptly if anything changes. We will handle personal information sensitively and in accordance with our Privacy Policy.

A place is only confirmed once the booking has been accepted and the required payment, or agreed payment plan, has been arranged.

Rebooking for Term-Time Classes

Once a student has enrolled in a term-time class, they will be automatically rebooked for the following term unless we receive written cancellation notice in accordance with the cancellation terms below.

Before each new term, we will email parents and carers with the term dates, fees and other important information. Parents and carers are responsible for ensuring that NMTA has their current email address and for checking junk or spam folders, as important messages can occasionally be filtered there.

Cancelling a Term-Time Place

Term-time fees reserve a student's place for the whole term and allow us to commit to venue hire, staffing and production planning. Monthly instalments are a way of spreading the cost of the full term; they are not pay-as-you-go payments.

Once a term has been booked, fees are not normally refunded or reduced because a student misses a class due to illness, injury, holidays, school events, other commitments or a decision not to attend. Where appropriate and subject to availability, NMTA may offer attendance at an alternative suitable class as a gesture of goodwill, but this cannot be guaranteed.

To cancel a student's place for the following term, parents and carers must give at least four weeks' written notice before the first day of that term. Notice must be emailed to newmaldentheatreacademy@gmail.com. NMTA will confirm receipt of the cancellation.

If less than four weeks' notice is given, NMTA may charge fees covering the shortfall in the notice period, up to a maximum of four weeks of the following term's fees. This reflects the place held and the venue and staffing commitments already made. Any cancellation charge will not exceed NMTA's reasonable direct loss resulting from the late cancellation.

If a student stops attending during a term, the remaining balance for that term remains payable. Their place will be cancelled from the following term, provided the required notice has been given.

Holiday Camps and Workshops: Cancellations, Illness and Credits

NMTA plans each camp around the children booked to attend. We confirm venues and staffing, prepare resources and write or adapt scripts, roles and performance material to suit the number, ages and needs of the children taking part. For this reason, the following cancellation policy applies:

If a parent or carer cancels at least seven calendar days before the first booked day, the camp fee will be refunded, less any non-recoverable transaction charge that was clearly identified when the booking was made.

If a parent or carer cancels fewer than seven calendar days before the first booked day, or the child does not attend, no cash refund will normally be available because NMTA will already have committed costs and completed planning based on the booking.

If NMTA is able to refill the cancelled place or otherwise avoid part of the loss, we will refund any amount that is not required to cover the reasonable direct loss caused by the cancellation.

If a Child Is Unwell

A child who is unwell or infectious must not attend a camp or workshop.

Where illness occurs within the seven-day cancellation window and prevents a child from attending, the parent or carer must notify NMTA before the relevant camp day begins. As a goodwill alternative to a cash refund, NMTA will issue a credit equal to the amount paid for the child's unused full camp day or days. The credit:

may be used for the same child at a future NMTA camp or workshop;

is valid for 12 months from the first missed date;

is subject to availability and the age range of the future activity;

may be applied to one future booking; and

has no cash value. If the new activity costs more, the difference must be paid.

If a child becomes unwell during a camp, credit will be issued for any remaining unused full days, but not for a day that has already begun or been attended.

Illness credits are not normally available where NMTA is notified after the missed day or where a child does not attend without notice. Exceptional circumstances may be considered at the Principal's discretion.

Cancellations or Changes by NMTA

NMTA may occasionally need to change a teacher, activity, timetable or venue for operational, safety or other reasons. We will give as much notice as reasonably possible and will aim to provide a suitable alternative without reducing the overall service booked.

If NMTA cancels a class, camp or workshop, we will first try to offer a suitable replacement session, date or venue. If we cannot provide a suitable alternative, parents and carers will receive an appropriate credit or refund for the part of the service that NMTA could not deliver.

Payment

Fees must be paid in advance using the payment method shown at the time of booking, including ClassForKids subscriptions or bank transfer where available.

Parents and carers are responsible for ensuring that payments are made by the due date. If a payment is missed or a payment plan is cancelled without notice, NMTA may contact the parent or carer to arrange payment and may suspend the student's place until the account is brought up to date.

For payment queries, please contact newmaldentheatreacademy@gmail.com.

Attendance, Lateness and Absence

We understand that families have busy lives, but regular attendance and punctuality are particularly important in performing arts classes. Missed sessions can make it difficult for a student to keep up with choreography, scripts, songs and staging, and may affect their confidence or the safe preparation of group work.

Parents and carers should tell NMTA as soon as possible if their child will be absent or late. Students should arrive ready to begin at the advertised start time and must be collected promptly at the end of the session.

Where repeated absence affects rehearsals or performance safety, NMTA may need to adapt a student's role, choreography or participation in particular sections of a performance.

Extreme Weather, Including Hot Weather

The safety and wellbeing of students and staff will always come first. Extreme weather may include snow, ice, flooding, storms or unusually hot weather. NMTA will consider relevant weather warnings, travel conditions, the condition and temperature of the venue and whether the activity can be delivered safely.

During hot weather, NMTA may adapt the session by reducing the intensity of physical activity, scheduling additional water and rest breaks, increasing ventilation, using cooler areas of the venue and adjusting costume or uniform requirements. Parents and carers may be asked to provide additional drinks, cool and suitable clothing, and sun protection where any outdoor activity is planned.

If it is safe for the session to proceed, but a parent or carer chooses not to send their child, the normal absence terms will apply.

If NMTA decides that it is unsafe to proceed, we will give as much notice as reasonably possible and try to rearrange the session. If a suitable replacement cannot be provided, NMTA will offer an appropriate credit or refund for the cancelled session.

Uniform and Clothing

Students should wear the current NMTA uniform and suitable black leggings, joggers or shorts, unless different clothing has been requested for a particular class, rehearsal or performance. Current uniform items and prices will be provided separately and may change from time to time.

Students taking dance or musical theatre classes should wear the footwear specified for their class. This may include jazz shoes, black trainers or black plimsolls. Clothing, footwear and personal belongings should be clearly labelled.

Shows, Performances and Tickets

Performance opportunities are an important part of NMTA. Participation in regular class rehearsals and performances is included in term fees unless parents and carers are told otherwise before committing to the event.

Where a performance takes place in a hired venue, audience tickets or a small production contribution may be charged to help cover costs such as venue hire, technical equipment, performance licences and licensed chaperones. Details will be shared in advance.

Optional external events or performances at professional venues may carry a separate participation fee. These opportunities and any associated costs will always be communicated separately before a student is booked to take part.

Casting decisions are made by NMTA in the interests of the individual student and the group as a whole. A particular role, solo or amount of stage time cannot be guaranteed, however we always endeavour to cast a similar amount of lines to each performer where possible.

Health, Medication and Emergency Contacts

Parents and carers must tell NMTA about any condition, allergy, injury, medication or support need that may affect safe participation. NMTA will discuss reasonable adjustments where needed and will be honest if a child's needs cannot be safely met within the staffing and facilities available for a particular activity.

Any essential medication must be clearly labelled and handed directly to the session manager, together with the necessary written information or consent. A parent, carer or nominated emergency contact must remain contactable throughout the activity.

If a child becomes unwell or is injured, NMTA may provide appropriate first aid, contact the parent or carer and, where necessary, contact the emergency services. Parents and carers must arrange prompt collection when requested.

Anti-Bullying and Behaviour

NMTA welcomes everyone. We want every child to feel safe, happy, supported and encouraged, regardless of their background, identity, ability or level of experience.

Bullying, harassment, discrimination, intimidation, unsafe behaviour or persistent disruption will not be accepted. This includes behaviour towards other students, staff, volunteers, venue staff and property.

Concerns should be reported to Principal Kelly, who will listen and respond sensitively. NMTA may speak with the children and parents or carers involved, agree appropriate support or behaviour expectations, issue a warning, or take other proportionate action. In serious or repeated cases, NMTA may suspend or end a student's place in order to protect the wellbeing and learning of others.

Contact

Questions, absence notices and written cancellation requests should be sent to:

New Malden Theatre Academy

Email: newmaldentheatreacademy@gmail.com

Website: newmaldentheatreacademy.com