Holme Valley U3A Theatre Group - Terms and Conditions (v. 1 August 2024)

Before you first join a Theatre Group Trip, we (the Theatre Team) need you to confirm that you have read and understood the following Terms and Conditions, by completing and returning the form (by email or signed paper copy) on page 2. You only need to do this once, not for every trip. From time-to-time the Theatre Team may need to update and amend these Terms and Conditions. A copy of the updated version will be sent to the Group by email, added to the Theatre page on the HV U3A website and you will be alerted to the change before you commit to paying for your next trip.

1. Who can join a Theatre Group trip: Theatre trips are open to all HV U3A members who have agreed to these Terms and Conditions. For insurance reasons, non-U3A members are not allowed to travel with us on a Theatre Trip.

2. Payments and cancellations

i. All theatre tickets, and sometimes transport costs as well, must be paid for in full before your place on the trip can be finalised. This will usually be 10-16 weeks before the trip.

ii. Once a booking has been paid for and finalised it is non-refundable. This includes:

a. If you have to cancel for any reason, including if are unable to attend due to a Health and Safety concern (see 3.b.).

b. If you don’t arrive in time, and the transport has to leave without you.

c. If the transport arrangements fail and we either can’t get to the venue, or don’t arrive in time for the performance. In this situation we will only be able to offer any refund/compensation of theatre and/or transport costs if this is available from the transport provider.

d. If the Theatre cancels the performance. We can only offer a refund if the theatre refunds us, and this refund may not include any pre-paid transport costs.

iii. Finding a replacement for you if you cancel: If you have to cancel, the Theatre Team will usually try to find a replacement for you. If your cancellation is close to the trip date, we may suggest offering the theatre ticket at a discount. However, we can’t guarantee either to be able to try to find a replacement or that we will be able to find replacement for you.

3. Health, Safety and Risk

The Theatre Team has completed a Risk Assessment for Theatre Trips, in accordance with U3A requirements. A summary of this is available on the Theatre page of the HV U3A website or, if you would like a copy, please let the Theatre Team know. Taking this into account the following terms and conditions apply to health and safety:

i. Group members should assess their own fitness (health and safety) to join a trip, both at the time of booking and at the time of the trip, to decide if they are able and safe to attend.

ii. Group members are expected to take responsibility for their own safety on the trip and should not act in a way which puts the safety and well-being of fellow members at risk.

iii. Theatre Trip leaders are entitled to refuse to allow members to join a trip if they feel there is a health and safety risk.

iv. The Theatre Team must have the name and number of someone to contact in case of an emergency, for everyone travelling on a Theatre Group trip.

4. Data Protection: The Theatre Team organise Theatre Group Trips using a Gmail account hvu3atheatre@gmail.com . To enable us to do this we need to save your information in Gmail ‘contacts’ and in accordance with the Data Protection Act, we need your agreement to do this. We can confirm that the personal details you provide will only be accessed by the Theatre Team and your personal information will be deleted from the system at your request.

5. U3A Theatre Group Form: Agreement to the Terms and Conditions

Please complete and return the form/s below if you wish to join U3A Theatre Group Trips. (Some instructions for completing and returning the form are included below the forms.) When you complete and return the form/s you are confirming that you have read, understood and agree to the Theatre Group Terms and Conditions. You have been provided with a copy of these Terms and Conditions, but we will provide you with another copy on request. We will also let you know of any changes to the Terms and Conditions. The current version of the Theatre Group Terms and Conditions will be available on the Theatre Group page of the Holme Valley U3A website.

There are 2 forms. Form 1 is for everyone to complete. Form 2 is only for people who wish to nominate a relative or friend to receive and send Theatre Group emails on their behalf.

Form 1: please complete and return this form (as described below)

Name:

Address

Mobile No.

Phone No.

Your email address:

An emergency contact person and contact number:

(This is now a U3A requirement for U3A trips)

Signature:

(Not required if emailing the form)

Form 2 (Friend or Relative Email Form)

If you are nominating another person to receive and send Theatre Group emails on your behalf.

Email address of friend or relative

Signature of friend or relative:

(required - Data Protection Act)

6. How to return the form/s:

To complete and return a paper copy of the form you can:

• Complete, sign and return a paper copy at the U3A monthly meeting or

• Post a completed, signed paper copy to: Pat Whalley, 15 Leyfield Bank, Holmfirth, HD9 1XU

To email the completed form to the Theatre Group email address hvu3atheatre@gmail.com

(no need for a signature), you can do any one of the following:

• If you receive this form in the body of an email rather than as an attachment, click on ‘reply’ or ‘forward’ to hvu3atheatre@gmail.com). Then complete the form and click on send. It will not allow you to fill in the form until you click ‘reply’ or ‘forward’.

• If you receive the form as an attachment, you can:

- first save it as a document, then complete it, then attach it to the email

- Print it, complete it, scan it and then attach it to the email