Education Visit Terms and Conditions
These terms and conditions apply to all education visits at English Heritage sites. For the purposes of these terms and conditions, “English Heritage” means the English Heritage Trust, a charity caring for the National Heritage Collection of more than 400 historic properties and their collections. The English Heritage Trust is incorporated and registered in England and Wales with company number 07447221 and charity number 1140351 whose registered office is at the Engine House, Fire Fly Avenue, SN2 2EH
Managing Education Visits during the Pandemic Updated September 2021
All bookings are provisional until you have received a booking confirmation email from a member of our team and you must book your visit at least 14 days in advance.
On receiving a booking confirmation email you agree and accept to abide by the following terms and conditions as part of a free self-led visit or our expert-led Discovery Visit workshops to one of our properties. These terms and conditions may change as we continue to respond and adapt our educational programmes to meet government guidance.
Schools and other educational groups are fully responsible for ensuring they are up-to-date and compliant with current government guidance for managing educational settings when visiting one of our properties.
We advise all group leaders to check our guidance for educational groups page ahead of their visit. All information around reopening for education groups can be found here https://www.english-heritage.org.uk/learn/school-visits/reopening-for-schools/. For details on the property you are visiting, please select the appropriate property page in the 'Sites Open for School Visits' section at the bottom of the page.
Group leaders are responsible for checking our website ahead of a visit to make sure they are up to date with any changes on site to our programmes. Our education webpages are regularly updated to provide the latest advice and guidance on our safety measures and adapted education offer.
In addition to all the above, school group leaders are responsible for the following:
- Getting parental consent
- The behaviour, welfare and management of the group ensuring their group shows due consideration for general visitors on site in line with COVID safety requirements
- Completing a risk assessment for their group. Our free planning visits, Hazard Information, Discovery Visit Risk Assessments and COVID risk assessment (for full details please visit our reopening page)
- Establishing an emergency communications plan
- Providing adequate supervision ratios at all times, including during lunch, toilet breaks and in the shop (please see point 4 below for details of our ratios)
- Group leaders and learners (unless exempt) will be expected to bring their own face coverings, keep them on their person during their visit and wear them as required in indoor spaces e.g. when visiting the shop
- All visiting groups are required to abide by current UK quarantine regulations
- Providing hand sanitiser for your group as appropriate
Supporting NHS Test and Trace Privacy Notice
Any teachers, parents, or students aged 16 years can check in via the NHS Test and Trace app, using the NHS QR code posters displayed at the site entrance. Please factor this into your travel/arrival time.
For more information about how we are handling your personal data for NHS Test and Trace please visit this page https://www.english-heritage.org.uk/about-us/our-people/our-policies/test-and-trace/
In line with our internal procedures and risk assessments English Heritage will:
- Provide regular opportunities for hand washing or sanitising
- Provide training for our staff and volunteers around keeping safe in the pandemic
Discovery Visit Workshops
Following government guidance, our team have reviewed and updated our education workshops to ensure the safety of our visitors, site staff and volunteers. Some sessions will not be continued from September 2020 until we are confident they can be delivered while ensuring the safety of our visitors, staff and volunteers. For more information on which sessions are running, please visit our reopening page and select the property page for the site you wish to visit https://www.english-heritage.org.uk/learn/school-visits/reopening-for-schools/
An Unwell Child/Teacher
- If a child or teacher becomes unwell whilst on an education visit a first aider should be called and English Heritage first aiders will respond to the scene. The individual will be moved to an area which is at least 2 metres away from other people. If they need to go to the toilet, they should use a separate toilet if possible. The toilet will be cleaned and disinfected before being used by anyone else
- English Heritage staff or volunteers who have helped someone with symptoms and any students who have been in close contact with them do not need to go home to self-isolate unless they develop symptoms themselves (in which case, they should arrange a test in line with our safety policies) or if the symptomatic person subsequently tests positive and they are requested to do so by NHS Test & Trace
- The area around the person with symptoms will be cleaned and disinfected after they have left to reduce the risk of passing the infection on to other people
Students with Complex Needs
- Group leaders are required to let us know at the point of booking if any students have additional needs so we can discuss in advance of the visit how we can help support you and your group
- Our education spaces will be accessible for use for bag storage and/or lunch space. English Heritage will not accept any responsibility for items stored
- For bag drop use, students should drop their bags in small groups and touch no one else’s belongings but their own
- Students will be expected to bring all their own equipment eg. pens and pencils where required for your own planned learning activities on a free self-led visit
- Education spaces will be cleaned and disinfected between users, along with all frequently touched surfaces
- Where education spaces are used for groups consuming their lunch, schools will be responsible for the safe disposal of rubbish. Guidelines for this will be clearly displayed so as not to place an additional burden/risk faced by site teams
- Ventilation will help reduce the risk, so doors and windows can be propped open if they do not pose an environmental, collection, safety, fire or security risk
Cleaning and disinfecting/Toilets
- Frequently used surfaces within education spaces will be cleaned and disinfected before and after use. This includes tables, the backs of chairs, doors and light switches, door handles and any shared equipment
Handling items/bookable resources/costumes
- Where handling items are used to support the delivery of sessions, items will be cleaned frequently and meticulously and always between sessions using the guidance above
- If objects are handled they must be handled by one student only per session and will be disinfected between students (this may not be possible for all objects due to their historic nature). If this is not possible they will be rotated to allow them to be left unused, labelled and out of reach for a period of 72 hours between use
Facilitating a session
- Facilitators will continue maintain social distancing where possible. They will wear appropriate PPE in line with government guidance
- Facilitators will be aware of their voice projection when leading a session. Wherever possible, voices should not be raised to limit the risk of respiratory transmission. Facilitators will keep their voice levels below their maximum talking volume, and are asked not to shout, project or sing. When engaging in verbal communication facilitators will avoid positioning themselves face-to-face with others. This may present an issue for students who are deaf or hard of hearing. We may use handheld amplification systems and guidance will be provided to schools and facilitators to support safe usage
Retail and Catering
- We may ask you to split your group into smaller groups in order to safely access some retail and takeaway catering spaces. Please try to let us know in advance if you'd like your group to visit the shop or catering spaces so we can help support this on site
Free Planning Visits
To access a free planning you must have already booked your visit and received a booking confirmation email. Once you have a visit permit, please visit https://www.english-heritage.org.uk/visit/, select the site and date for your planning visit, then select the ‘Corporate - Member Admission’ ticket. You must bring your education booking permit to show a member of staff on entry. This access is available is for group leaders only. Any additional visitors accompanying group leaders will be required to purchase tickets.
Education Visit Terms and Conditions
1.1. By booking an education visit you are agreeing to be bound by these terms and conditions.
2.1. All bookings are subject to availability.
2.2. Your booking request must be made at least 14 days before your requested visit date.
2.3. Bookings must be made directly by the school or organisation making the visit. Bookings made by third parties will not be accepted.
2.4. Your booking is only confirmed once you have received confirmation by email; this will include your Visit Permit and your unique Visit Number.
2.5. Special offers, discounts and promotional codes are only valid if quoted at time of booking and cannot be combined and or applied thereafter to existing bookings.
2.6. English Heritage reserves the right to request further proof of status and details of the organisation you belong to or the education work planned on site.
2.7. English Heritage will not be held liable for any costs you incur with third parties prior to us confirming your booking. Therefore we recommend you do not confirm transport arrangements prior to receiving your booking confirmation.
3.1. English Heritage offers free education visits at English Heritage sites to a wide range of learners. To qualify for a free visit you must meet the following criteria:
- Your request must include clearly defined learning objectives;
- You accept that your visit will be self-led by your own group leader; and
- You and your organisation must be identifiable to us as not-for-profit.
3.2. Your organisation must be recognised as one of the following:
- Formal education groups, this includes schools, academies, colleges and universities;
- Lifelong learner groups including the WEA, U3A and local authority classes;
- Organised youth education groups including Scouting, Guiding, and the Young Archaeologists’ Club;
- Groups with special learning needs or disabilities, mentoring services attached to formal learning organisations or the local authority; or
- Overseas formal education groups, with a recognised accreditation equivalent to those in the UK.
3.3. This list is not exhaustive and free entry to English Heritage sites is at English Heritage’s discretion. If you are unsure if your group would be eligible please email email@example.com with your enquiry.
3.4. Groups of 11 people or more paying together, who do not qualify for a free educational visit are eligible for a 15% discount on entry at all English Heritage sites (10% at Stonehenge). English Heritage members, coach drivers and tour leaders do not count towards the group totals. Each group also receives free entry for one tour leader and free entry for one coach driver. More information on group visits to English Heritage sites can be found on our website www.english-heritage.org.uk/traveltrade.
4.1. You must meet the following ratios for leaders to students when booking, on the day of your visit and if your group is forming smaller groups while at the site:
- Ages 4-6 (UK Year 2 and under) 1 leader for every 6 students (1:6);
- Ages 7-10 (UK Years 3 to 5) 1 leader for every 8 students (1:8); and
- Ages 11-18 (UK Years 6 and over) 1 leader for every 15 students (1:15).
- For an adult learning group, consisting of individuals all over the age of 18, there are no ratios but there must be an appointed group leader.
- All ratios outlined above apply to home education groups.
4.2. Leaders in addition to those outlined as a requirement above will be accepted on a booking at our discretion. Any additional individuals forming part of your group not declared on your booking but arriving on the day, including home education groups will be subject to purchase entry tickets at the walk-up rate of the specified site unless agreed by our Education Booking Team in advance subject to special requirements.
5.1. The group leader appointed by you is responsible for the behaviour, welfare and management of your whole group while on English Heritage property.
5.2. It is the responsibility of all group leaders to complete the risk assessment for their group. Free planning visits, online Hazard Information Sheets and Organiser Packs are available to assist with this requirement.
5.3. Free familiarisation visits can be arranged for the group leaders only. For confirmed bookings this is already included. Any additional visitors accompanying group leaders will be required to purchase tickets.
5.4. Groups must have adequate supervision ratios at all times, including during lunch, toilet breaks and in the shop.
5.5. Many of our sites should be considered outdoor attractions and due to the nature of historic properties, all visitors should dress appropriately.
5.6. You and or your organisation may be held liable for any physical damage caused to English Heritage property by any of your group.
6. Changing and cancelling your booking
6.1. All cancellations must be made in writing to firstname.lastname@example.org.
6.2. If cancelling or amending your booking within 14 days of your visit you may be liable for any costs detailed on your booking confirmation for products and services including Discovery Visits. We reserve the right to cancel any future free or priced visits prior to you settling any cancellation charges.
6.3. Any amendments made to your booking within 14 days of your visit must be first accepted and confirmed by our Education Booking Team in writing.
6.4. In the event that English Heritage cancels your booking within 14 days of the date of your visit, we will endeavour to offer an alternative visit where possible to another English Heritage site.
6.5. English Heritage reserves the right to cancel bookings or part of your booking if evidence supports incorrect information has been provided and or eligibility cannot be met by you.
7. Force Majeure
7.1. We shall neither be in breach of these terms and conditions nor liable for delay in performing, or failure to perform, any of our obligations under these terms and conditions if such delay or failure result from events, circumstances or causes beyond our reasonable control.
7.2. Events, circumstances or causes beyond our control include (but are not limited to) fire, flood, storm, extreme weather, strike, electrical failure, epidemic, pandemic, national or local lockdown, Act of God, explosion, war, terrorist activity, Royal demise or other Royal ceremony and acts of governmental or parliamentary authority (Force Majeure Event).
7.3. Discovery Visit costs are invoiced following a visit to our site and payable within 28 days. In the event of cancellation, due to but not limited to any of the above reasons that are out of our control, no costs for a Discovery Visit will be payable.
7.4 If either party has to cancel due to a force majeure event, English Heritage will endeavour to reschedule your visit to the site or alternative site at a mutually agreeable later date, if no date can be agreed English Heritage will refund any deposits held in full. For the avoidance of doubt English Heritage will not be liable for any losses or costs incurred as a result of having to cancel or re-arrange a visit as a result of the occurrence of a force majeure event.
8. Restrictions, Errors and Omissions
8.1. Free education visits are not offered on UK public holidays or during the operation of additional fee paying public events at English Heritage sites.
8.2. Audio guides are not included with free education visits and cannot be added as an optional extra in advance or on arrival. Audio guides are offered subject to availability to those groups and individuals paying for entry.
8.3. Free Education Visits are not entitled to undertake site tours.
8.4. Whilst the information concerning our sites is correct at the time of publishing, including on our website, we reserve the right to amend prices, services, or other particulars contained in published information at any time before we enter into a contract with you.
9. Changes to Terms and Conditions
9.1 English Heritage may from time to time change, alter, adapt, add or remove sections of these terms and conditions. Any changes will be published on the English Heritage website.
10. Data Protection
11. Governing Law
11.1 These terms and conditions and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter or formation shall be governed by and construed in accordance with the law of England and Wales.
12. NHS Track and Trace
English Heritage are legally required to request and record the contact details of customers and visitors aged 16 years and over. Any teachers, parents, or students aged 16 years and over will be required to check in via the NHS Test and Trace app, using the NHS QR code posters displayed at the site entrance. Please factor this into your travel/arrival time.
Any teachers, parents, or students aged 16 years and above who do not have the NHS Test and Trace app must be recorded by your school as an attendee on your visit. These records (date, time of arrival, name, contact number or email or address if they don’t have a number) must be stored by your school for 21 days, and must be made available to NHS Test and Trace if requested. We may ask you to verify that you have such a system in place e.g. we may request your school policy or risk assessment.
Once your booking is confirmed by our Education Booking Team, you are agreeing that your group will either use the NHS QR code posters on arrival, or will use your own contact collection system.
For more information about how we are handling your personal data for NHS Test and Trace please visit this page.