Event POLICIES

Private Roller Skate Event Booking Policy

Full Terms and Conditions for Roller Discos or Workshops at Your Venue

 

1 – Communication

When you make a booking we assume the person making the enquiry is:

  1. Over 18

  2. Taking responsibility for the group booking

  3. Able to respond to any requests for information from us, within 48 hours of the request being made.

  4. All our quotes are bespoke:

 

Price depends on:

  • Distance to your venue from Leeds

  • Number of guests involved (as this affects number of pairs of roller skates)

  • Length of time you would like us for  

  • If you are booking a workshop or roller disco

 

We will use the price matrix sent to you to create your quote.

We will ask you to complete the booking form required, including to provide a mobile number in case we need to contact you urgently on the day of the booking.

 

2 – Booking, Payment and Paperwork

2.1 - Deposit

To secure your preferred date, we require a non-refundable deposit of £50 + VAT. This recognises the work we need to undertake in order to ensure we have the staff available to support your event.  Your date is only secure once the deposit has been paid. We will confirm receipt of this, and confirm your booking.

If you need to change the date, we will need to treat this as a new booking, and a new deposit will be required.

We assume you have permission of the venue owner to hold a roller skating activity. If we arrive and this permission has not been granted, we will consider it to be a cancellation of less than 48 hours notice and no refund will be given.

 

2.2 Payment of the balance:

We require the payment in full at least 14 working days in advance of the event date.  We will remind you that your payment is due.  Should we not receive this, we will not be able to attend your event.  

 

We reserve the right to charge late payment fees of £50 + VAT per day if we deem this necessary.

 

2.3 - Paperwork provided by You

We require our Booking form to be completed at the time of booking so that we can plan for your event.

We will also need a risk assessment for the venue space, usually available from the venue manager. If we do not receive the risk assessment at least 14 days in advance of your event, and need to conduct our own risk assessment, we will charge an administration fee of £100 + VAT.

We will need the skate hire form to be returned at your earliest convenience, but no later than 14 days before the event.  Should you not return this form on time, we will simply bring a selection of skate hire sizes, according to the number of pairs that have been booked.

Tell us about any participants that may have additional needs.

If you are booking a workshop, tell us what you would like.

 

2.4 - Paperwork provided by Us

We will provide our Public Liability Insurance on receipt of the deposit.

We will provide a copy of our Waiver on receipt of the deposit. To speed up the process of getting everyone rolling on the day of your event, we recommend this is completed in advance. All participants must have a completed waiver before roller skating.

If you are booking a workshop, we will provide details of skill level.  For example, at an intermediate level roller dance workshop, we would not expect to hire roller skates to complete beginners.

 

3 -  Venue

3.1 – Directions

We require clear directions to your venue, including direction to a loading area. These should be detailed on your booking form.  We expect the loading to be at the same level, without steps or stairs.  Access ramps or lifts are fine.You will provide us with free parking or parking permit if required.

 

3.2 - The Venue Space

If our staff arrive at the venue and feel the space provided is unsuitable, we will do our best to suggest an alternative solution.  Safety is our primary concern, and we will not allow a booking to go ahead in an unsuitable space. 

 

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4 - Cancellations

4.1 – Changes and Cancellations by Us

If we are prevented from attending your event due to an accident or sudden illness, you will receive a full refund of monies paid (minus the deposit). However, Roller Girl Gang will not incur any additional liability for non-appearance.

 

 

4.2 – Changes and Cancellations by You

If you cancel more than 14 days in advance of your event, you will have no further payments to make.

If you cancel less than 14 days before your event, you will be refunded according to the sliding scale below.


 

 

 4.3 – Force Majeure Cancellations

Should we be unable to carry out your event because we are prevented due to reasons beyond our reasonable control, for example terrorist threat, extreme weather eg. earthquake, flooding or government restrictions, we will reschedule at the earliest convenient date.

 

5 - Our equipment

Our roller skates are high quality Rookie Artistic roller skates in sizes UK 3 - 12 and Rookie Ace Junior in size Jnr 8 - 12. They undergo regular maintenance and they are inspected every time they are used.  Our protective pads, including knee pads, elbow pads and wrist guards are also available to be used and we will bring these with us, including some packs in children’s sizes.  We may take video of the floor before and after our session if we have any concerns about the floor.

 

What we do

Roller disco: unpack and run skate hire (if booked), including sanitising equipment and ensuring safety equipment is worn correctly. We will support individuals to get rolling, by giving them a few quick tips. We will encourage and support participants to join in with any dances or games we may run on our roller skates.  Participation is not compulsory. Should we notice that some participants are particularly distressed, we encourage them to sit and watch and join in again when they feel ready.  We do not hold hands with participants to support their balance. If you feel it is appropriate, you are welcome to have additional non-skating guests to support participants.  Non-skating guests must not get in the way of skating guests.

 

Workshop: unpack and run skate hire (if booked), including sanitising equipment and ensuring safety equipment is worn correctly. We will lead the workshop that has been booked.  Our instructor team are used to supporting a wide range of ability levels.  If it is clear that participants do not have the skill required to access the workshop, we will do our best to support them, but we will remain focussed on the workshop.


 

6 –  Liability and General Safety

Roller skating is a risky activity. Roller Girl Gang shall accept no responsibility whatsoever for any injuries or loss incurred by the client or its guests, associates or agents during the event. We are not responsible for any damage, injury, death or loss you may incur whilst roller skating. We require every participant to sign a waiver of liability document prior to receiving their roller skates. For participants under 18, a parent or legal guardian is required to complete this form.

 

Roller Girl Gang holds full, current, public liability insurance and take the safety and well being of participants at classes, workshops, events and parties very seriously. 

 

We assume that participants wishing to roller skate do not have an existing medical condition that could be aggravated by roller skating. These include, but are not limited to, high blood pressure, brittle bones or joint injuries. If participants are pregnant, we strongly advise against roller skating. 

 

Participants must not be visibly under the influence of alcohol or drugs.  We reserve the right to refuse to provide roller skates to participants if we feel they will be a danger to themselves or others. 

 

We expect some safety procedures to be followed while we are roller skating. These are common sense, and include

  • No skating while eating or drinking, including chewing gum.

  • Look where you are going.

  • Follow our instructors / marshall directions at all times.

  • Have a great time!

 

 7 - Accessibility

We are working hard to make roller skating as accessible to all participants, regardless of age, gender, socio-economic background, sexuality, ability, race or anything else that may impede. Should you have participants that have additional needs, you must tell us at the time of booking. We will assume that you will have put support in place for these individuals as required, for example with a carer or by telling us you require a session with no music.


 

About our company:

Roller Girl Gang is a Community Interest Company, and we re-invest all profits into the development of our skate community.  We want to provide a safe space where everyone is welcome to participate. We are working particularly hard to engage hard-to-reach members of our local community in Leeds, particularly families living in poverty and the BIPOC community, who would benefit the most from developing resilience and self-confidence through learning to roller skate.  Non-competitive roller skating is a great social activity and increases both mental and physical well being, and we are also working alongside charities who support all sectors of the community.

% refunded

70%

50%

20%

0

Time before event 

10 - 14 days 

5 - 9 days 

2 - 4 days 

Less than 2 days