Terms & Conditions

Terms and Conditions for participating in the 2017 Festival

Introduction

Shakespeare Schools Foundation (SSF) places the experience of our schools* at the heart of everything we do.

The following Terms and Conditions are designed to enable SSF to deliver an excellent and equal experience to all schools participating in our annual Festival. By registering for the Festival you agree on behalf of your school to abide by these Terms and Conditions. Breach of these Terms and Conditions may prevent schools and/or students being permitted to participate in workshops or performance events.

Our Inclusive Ethos

SSF creates a non-competitive, supportive environment so that any school, whatever its circumstances, can take part in the Festival. You and your students will work inclusively with people of varied experience, ages, backgrounds and abilities.

We expect all participants to approach the Festival with a positive attitude to working with others and to do what they can to support the inclusive and celebratory ethos of the Festival.

SSF does not tolerate discrimination of any kind and will take action if any such behaviour, language or attitude is reported. Failure to properly address such discrimination could result in the school in question being banned from participating.

Our Top Three Terms

  1. There can be no more than 35 students in any one school group. There is no minimum group size. This includes actors, musicians, student technicians, marketing students, and any other students who will be at the Company Workshop or Performance day. If these limits are exceeded, SSF will ask you to redistribute roles for your Performance Day, which could lead to some students not being permitted to perform. This is a non-negotiable rule. It is written into our contracts with the theatres and workshop venues and is in place for the safety of your students in the backstage and onstage areas. Please be aware that no more than 2 tech students will be permitted into the technical box due to health and safety, and these must be chaperoned.
  1. 30 minutes is the maximum duration for each school’s performance. There is no minimum time limit. It is your responsibility to ensure your play is cut to time, so make sure you do a timed run through ahead of your Performance Day. Your dress rehearsal will be timed, and if your play is running over, SSF staff will cut it down before the performance itself.
  1. Payment of the full registration fee (£928 +VAT) is due 30 days after receipt of the invoice. The invoice will be sent within 10 working days of completion of the registration form. If school funding has been confirmed but monies cannot yet be released, please contact your Coordinator immediately. See below for details of our refund policy.

Health and Safety

The health and safety of all staff and students is of paramount importance to us. Therefore, we insist that all schools operate under the DfE advice on health and safety for schools. All participating schools will be expected to have read the DfE’s guidance, and to act under its aegis (see education.gov.uk). SSF and its hosting theatres accept no responsibility for injury to persons during the Workshops and Performance Days, other than that which is covered by the Shakespeare Schools Foundation’s Public Liability Insurance.

Chaperones and Supervision

 In addition to the guidelines set out by the DfE, SSF requires the following:

  • Students must be under the supervision of a school-appointed adult at all times in the theatre and workshop venue, including in backstage areas and in the wings.
  • Chaperones cannot be other students from the school, even if they are over eighteen.
  • The SSF staff cannot and will not act as chaperones for students at any time.
  • SSF’s chaperone ratios (in accordance with the DfE Guidelines) are:
    • For primary schools 10:1 students to adults
    • For secondary schools 12:1 students to adults
  • Additional chaperones are required for any students separated from the group at any time (e.g. technical students in the lighting box).
  • Chaperones in the audience are not considered to be chaperoning students in the wings or on stage- you must have enough chaperones backstage. This is in case a student falls ill or has an accident during the performance, and for child protection, as the wings and backstage areas are not visible from the audience.
  • Schools will appoint a Group Leader (usually the Teacher-Director) who will make themselves known to the SSF staff on arrival at the Theatre or Workshop venue.
  • Group Leaders must be teachers who therefore act as employees of the LA/LEA/ELB or of the school governing body, and as such must do their best to ensure the health and safety of everyone in the school group.
  • Schools will be expected to have provided all appropriate and adequate insurance arrangements for their students and their staff.
  • The Group Leader will be expected to bring a register of their students in attendance of SSF events in case of an emergency.

Any SSF staff coming into contact with students will have a current Enhanced DBS check and Child Protection training. For more information see ‘Our Commitment to You’ later in this document.

Professional Conduct in the Theatre and Workshop Spaces

 On the Performance Day and Company Workshops you will be working in a professional space (a theatre, or other suitable venue), and it will be the school’s responsibility to ensure their students conduct themselves in an appropriate manner.

  • Schools must arrive promptly for their Company Workshop and performance at their allocated time. N.B. Timings and dates will be displayed on the schools’ BackStage account on the SSF website – a link will be sent to the Teacher-Director by email when these are released.
  • Schools rehearsing in the morning on their Performance Day must leave the theatre between 12.30 pm and 5.45 pm unless agreed otherwise with the Festival Coordinator. This is to allow adequate, uninterrupted rehearsal time for the schools in the afternoon sessions.

Props, Costume and Personal Belongings

SSF and its hosting theatres accept no responsibility for loss or damage to property during the Workshops and Performance Days, other than that which is covered by the Shakespeare Schools Foundation’s Public Liability Insurance.

  • Nothing SSF deems to be dangerous or messy will be allowed onstage. This includes glass, liquids, hazardous materials of any kind, explosives or combustible materials, metal blades, real or replica guns of any kind, live animals, glitter or confetti. If these are brought on the day, we reserve the right to remove them. SSF reserve the right to ban any items or substances we deem to be dangerous on the Performance Day, right up until the performance itself.
  • Props and costumes must be made of fire resistant material or treated with flame retardant.
  • If costumes are deemed by SSF to be inappropriately revealing or scary for young audiences, they will be forbidden on the Performance Day.
  • You may bring handheld props and small items of set to your Performance Day, anything that cannot fit into the boot of one car may not be used. See the Teacher-Director Handbook for more information.
  • Chewing gum, cigarettes and alcohol may not be consumed in any part of the theatre/workshop venue.
  • Mobile phones are not to be carried by students in the stage, wings and auditorium areas.

Risk Assessment

SSF carries out its own Risk Assessments in line with our Health and Safety Policy but participating schools must also do their own. We can provide you with a template should you require one, just get in touch with your Coordinator.

Light and Sound

You can use a maximum of 20 lighting cues and 10 sound cues. There is no minimum number of cues. This is to enable the theatre’s technical team to run smooth rehearsals and help to deliver the creative vision of every school. If you include too many lighting or sound cues they will be cut in the technical rehearsal. See the Teacher-Director Handbook for more information on how to add light and sound to your show.

It is the schools’ responsibility to submit your technical requirements to the theatre technician on time. Depending on the venue, the deadline will be at some point between your Company Workshop and your Performance Day; your Coordinator will let you know. If you do not submit your tech book on time we cannot guarantee that the theatre will be able to fulfill all of your requirements.

If you are using recorded music you will require a PPL licence for your rehearsals. Your performance is covered by the theatre’s license.

  • Many LAs/LEAs/ELBs will have a PPL licence but schools should check the specific authorisation relating to them. Schools should not presume they are already covered simply because they or the LA/LEA/ELB hold a PPL licence. All licences are specific to previously declared requirements.
  • If your school is licensed through the LA/LEA/ELB and not currently covered, you should contact the Council and ask them to declare Amateur Dramatics use to the PPL.
  • If the Council has devolved funding and/or your school is responsible for its own licence you should contact the PPL offices directly to ensure you are covered.

PPL Contact Details, www.ppluk.com, [email protected], 020 7534 1000

PRS charges will be covered by SSF through the theatre (see www.prsformusic.com for more information).

SSF Scripts and Repeat Performances

Copyright of the abridged scripts rests with the Shakespeare Schools Foundation. Your registration fee only allows you to perform the abridgement during the 2017 Festival.

You may not share the script outside school, use it in subsequent years, or download any scripts for your use outside the Festival.

A public performance of the SSF abridged script must be premiered on your SSF Performance Day. Any subsequent non-SSF public performance must take not take place until at least four weeks after your SSF Performance Day.

The Teacher-Director Workshop

The Teacher-Director Workshop is restricted to those teachers whose schools have paid the registration fee. Each school is permitted one space at the Teacher-Director Workshop. If you would like to bring a colleague at an extra cost, please contact your Coordinator. You may bring a Student-Director for free, but they must be 15 or over, and you must confirm with your Coordinator beforehand to ensure that there is space at the workshop.

Refund Policy

SSF is unable to offer refunds on the registration fee. When a school signs up, SSF commits to the costs of all of the elements of their experience (workshops, venues, staff etc.) which we already subsidise by at least half through fundraising, ticket sales, and other activity throughout the year.

In case of exceptional circumstances (serious illness or bereavement, dates or venue changed by SSF after the schedule is confirmed) we may be able to defer a registration fee to the following year’s Festival, with deductions as follows:

  • For all deferrals - minus £155 +VAT administration fee
  • Less than one calendar month before the Teacher-Director Workshop – minus £410 +VAT
  • Less than one calendar month before the Company Workshop – minus £700 +VAT
  • No deferrals are possible after this stage.

The deferred fee will be credited against participation in the following year and the school will need to pay the remaining balance of any price difference.

Staffing changes, changes to budgets, changes of school priorities, date clashes etc. do not qualify as ‘exceptional circumstances’. In the case of a union strike SSF events carry on as normal and we ask that you try to attend planned events. Do seek advice from your union.

If there is any chance that you might need to defer your place, please contact your Coordinator immediately.

Evaluation

Each year we at SSF evaluate our work in great detail. This is so that we can continue to improve our products and creative offer to schools, as well as demonstrate impact and provide demographic data to the partners, trusts and foundations that support us. To this end, SSF will be sending you various evaluation forms throughout the year, please complete each stage in the evaluation thoroughly. Many thanks for your help.

Our Commitment to You

SSF will ensure that appropriate Public Liability Insurance is in place. All Shakespeare Schools Foundation employees are covered by Public Liability and Employer’s Liability Insurance.

We guarantee that all SSF Staff (office staff and freelance staff) working with your students and employed directly by SSF will have been deemed suitable to work with children following a Disclosure from the Disclosure and Barring Service and received Child Protection training.

N.B. Personnel employed by theatres or workshop venues (e.g. theatre technicians, box office staff, and other adults present in the venue) may not have been checked for their suitability to work with children. In all cases the students must be chaperoned accordingly (see above).

We at SSF are committed to making the Festival experience fun, fair and professional for all involved, and we greatly appreciate your cooperation in helping us achieve this aim. Thank you.

*For the purposes of this document the term ‘schools’ includes any organisation or group participating in the Festival. ‘Students’ refers to any young people participating in the Festival.
96%
of teachers told us they developed strong leadership skills

We train and support teachers from primary, secondary and special schools to work actively and ambitiously with Shakespeare.

About our impact
80%
of special school teachers saw an increase in their students' resilience

We believe Shakespeare is for everyone. Every year children from very different backgrounds come together to perform on the same stage.

About our impact
79%
of special school teachers saw an increase in their students' confidence

We believe Shakespeare is for everyone. Every year children from very different backgrounds come together to perform on the same stage.

About our impact
85%
of teachers would strongly recommend the Festival to a colleague

We train and support teachers from primary, secondary and special schools to work actively and ambitiously with Shakespeare.

About our impact
As a result of the Festival process,
97%
of teachers are confident working with Shakespeare

We train and support teachers from primary, secondary and special schools to work actively and ambitiously with Shakespeare.

About our impact
As a result of taking part in the Festival,
97%
of teachers think they will stay in teaching for longer than 5 years

Every year we help thousands of young people from across the UK become better at teamwork, more confident and more ambitious.

About our impact
98%
of teachers developed a strong relationship with their students through the Festival process

Every year we help thousands of young people from across the UK become better at teamwork, more confident and more ambitious.

About our impact
97%
of teachers told us their students were better able to express themselves

With us, young people change their attitude to learning; we instil curiosity, empathy and pride.

About our impact
81%
of teachers reported that their students' academic attainment improved

We work to promote educational attainment - especially in literacy, literature and the performing arts.

About our impact
90%
of teachers told us the Festival improved their teaching

We work to promote educational attainment - especially in literacy, literature and the performing arts.

About our impact
86%
of teachers said that their students' behaviour improved as a result of the Festival

We work to promote educational attainment - especially in literacy, literature and the performing arts.

About our impact
95%
of teachers stated that students were more enthusiastic about learning

We work to promote educational attainment - especially in literacy, literature and the performing arts.

About our impact
84%
of teachers reported that attainment in English improved

We work to promote educational attainment - especially in literacy, literature and the performing arts.

About our impact
10%
of participants have English as an additional language

We have used the power of Shakespeare to improve the life chances of thousands of the most disadvantaged young people in the UK and with children with special educational needs.

About our impact
9%
of participants have a statement of educational needs

We have used the power of Shakespeare to improve the life chances of thousands of the most disadvantaged young people in the UK and with children with special educational needs.

About our impact
14%
of participants are eligible for free school meals

We have used the power of Shakespeare to improve the life chances of thousands of the most disadvantaged young people in the UK and with children with special educational needs.

About our impact
27%
of participants are minority ethnic

We have used the power of Shakespeare to improve the life chances of thousands of the most disadvantaged young people in the UK and with children with special educational needs.

About our impact
More than
1,000
schools participate in the Festival

We work nationwide - from Aberdeen to Aberdare, Carlisle to Clacton.

About our impact
Our young people will perform in front of
70,000
people nationwide

At our core is our Festival - the world’s largest youth drama festival.

About our impact
In 2017 we will work with
30,000
young people

At our core is our Festival - the world’s largest youth drama festival.

About our impact
96%
of teachers said that their students were resilient as a result of the Festival

With us, young people change their attitude to learning; we instill curiosity, empathy and pride.

About our impact
95%
of teachers reported that their students were better able to empathise with each other

With us, young people change their attitude to learning; we instill curiosity, empathy and pride.

About our impact
97%
of teachers said that their students increased in confidence

Every year we help thousands of young people from across the UK become better at teamwork, more confident and more ambitious.

About our impact
97%
of teachers agreed that their students were better at working together as a team

Every year we help thousands of young people from across the UK become better at teamwork, more confident and more ambitious.

About our impact
94%
of students are more likely to seek out new opportunities

With us, young people change their attitude to learning; we instill curiosity, empathy and pride.

About our impact
More than
250,000
young people have taken part in the Festival

At our core is our Festival - the world’s largest youth drama festival.

About our impact

SSF is a cultural education charity that exists to instil curiosity and empathy, aspiration and self-esteem, literacy and teamwork - giving young people the confidence to see that all the world is their stage.

Learn more about us