GVSA Disco - Terms and conditions

By purchasing a ticket for the GVSA disco, you agree to the following terms and conditions:

1. Event Responsibility and Safeguarding
   1.1 The GVSA is responsible for the organisation and running of the GVSA disco, including safeguarding arrangements.
   1.2 Measures have been put in place to ensure a safe environment for all attendees, including the presence of trained first aiders and adherence to safeguarding best practices.
   1.3 The event will follow relevant government guidance on safeguarding for such events, including After-school clubs, community activities and tuition: safeguarding guidance for providers published by the Department for Education, and Safeguarding and protecting people for charities and trustees published by the Charity Commission. Members of the GVSA committee have completed relevant safeguarding training.

2. Parental/Carer Supervision
   2.1 Reception class children attending the disco, and children in years 1 - 6 who have allergies or other medical needs, must be accompanied by a parent, carer, or another named responsible adult (hereafter referred to as the “Responsible Adult”). No more than one adult may attend per child, but each Responsible Adult may accompany up to three children.  For children in years 1-6 without allergies or medical needs, parents/carers may drop off their child at the disco and leave.
   2.2 Responsible Adults must remain on-site for the duration of the event and remains responsible for the child(ren) in their care.

3. Medical and Allergy Information
   3.1 GVSA will collect relevant medical and allergy information during the ticket purchase process to help ensure the safety of attendees.
   3.2 First aiders will be present on-site to provide assistance if required.
   3.3 Despite these precautions, the Responsible Adult remains solely responsible for the child’s medical needs and general well-being throughout the event. If a child requires medication or a medical device (e.g. inhaler, epi-pen), the Responsible Adult must ensure they bring this with them to the event and must retain custody of it at all times.  GVSA accepts no liability for any medical incidents except as required by law (e.g., injury or death due to negligence).

4. Behaviour and Conduct
   4.1 All attendees are expected to behave in a respectful and appropriate manner. Any behaviour deemed disruptive or unsafe may result in the individual being asked to leave the event.
   4.2 Parents/carers are responsible for ensuring that their children comply with instructions from event staff and volunteers.
   4.3 In the event that an attendee causes damage to the venue, property, or equipment, GVSA reserves the right to charge their parent/carer an amount reflective of the cost of repair or replacement.  This includes, but is not limited to, any repair or replacement costs incurred due to intentional or negligent actions.

5. Ticketing and Entry
   5.1 Tickets must be purchased in advance, and proof of purchase may be required upon entry.
   5.2 Where applicable, entry will only be granted to children accompanied by a Responsible Adult.
   5.3 Tickets are non-refundable except in the event of cancellation by GVSA. No refunds will be given if an attendee does not attend the event.

6. Photography and Media
   7.1 Photography and video recording may take place during the event for GVSA promotional purposes.
   7.2 If you do not wish for your child to be included in any photographs or recordings, please notify GVSA in writing before the event.
   7.3 Parents/carers, Responsible Adults and attendees must not take photographs or record videos during the event.
   7.4 If children bring their own mobile phones to the event, they must not use them to take photographs or record videos. GVSA accepts no responsibility for the safekeeping of any mobile phones brought to the event.

7. Event Cancellation or Changes
   8.1 GVSA reserves the right to cancel or amend the event due to unforeseen circumstances.
   8.2 In the event of cancellation, ticket holders will be notified, and refunds will be issued where applicable.

8. Data Protection
   9.1 GVSA will process personal data (including medical information) in accordance with our Privacy Notice and applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
   9.2 Personal data will not be shared with third parties except where necessary for safeguarding, medical emergencies, or legal reasons.
   9.3 GVSA will take appropriate measures to protect personal data and ensure it is securely stored and processed. Data will be retained only for as long as necessary to fulfill its intended purpose and in compliance with applicable legal requirements.

By purchasing a ticket, you confirm that you have read, understood, and agreed to these terms and conditions.