Stubbington Study Centre booking terms and conditions

Applications for places

Our booking process is as follows:

1. Schools submit a booking enquiry form.
2. The Centre sends an official offer to the school.
3. Schools have 28 days from receipt of the offer to return their ‘Confirmation of Booking’ form.

Note

1. The 28-day window allows schools time to consult with parents and finalise numbers. Schools will be financially committed to the numbers returned on this form.
2. Schools may reduce their number of places on the ‘Confirmation of Booking’ form without penalty.
3. To increase numbers, schools must contact the Centre first to ensure that additional places can be accommodated.

A booking is not secured until we have received and acknowledged both the ‘Confirmation of Booking’ form and the required payment, in line with the conditions below.

Allocation policy

Our allocation policy aims to be fair and transparent. However, as a self-funded centre we must prioritise filling the site to ensure financial sustainability. Our weekly breakeven target is 100 children.

Where possible, places requested before 31 January will be allocated in this order:

1. Schools who accepted a booking last year that was not their first choice.
2. Schools whose applications were unsuccessful last year.
3. Schools who have booked within the past two years.
4. Schools from Hampshire, Portsmouth, or Southampton local authorities.
5. Schools from other authorities.

If a booking form and deposit are not received within 28 days, the allocated slot may be offered to another school.

Schools applying after 31 January will be offered any remaining dates.

Prices for 2026-2027

Pupil charges

Cost per pupil for a standard Monday-Friday residential:

Shorter stays (less than five days) are charged proportionately, based on one-fifth of the weekly rate.

Staff charges

• Resident visiting staff stay free of charge at a ratio of 1:12, or two staff per group of up to 36 children.
• Additional free spaces may be available for staff supporting children who require 1:1 support, subject to agreement by the Head of Centre.
• Extra staff (where space allows) will be charged at the pupil rate, unless otherwise agreed.

Payments

Payment principles

• Schools will be charged for the number of places booked, unless remaining spaces can be filled by another school.

Initial deposit

A nonreturnable £250 deposit is required within 28 days of receiving the booking offer.

• Hampshire schools: secured via internal trading document.
• Non-Hampshire schools: secured via external invoice or cheque made payable to Hampshire County Council, submitted with the Confirmation of Booking form.

Interim payment

Ten weeks before your visit, we issue an external invoice or internal trading document for 25% of the projected total cost, based on the numbers you initially booked.

Final payment

After your visit, the outstanding balance will be invoiced based on:

• Initial numbers booked, plus any additional charges (visitor meals, additional children, etc.)
• Minus the deposit and interim payment

Payment is due upon receipt.

Refunds

• Children who return home for medical reasons, confirmed by our Welfare Assistant, will receive a refund for unused meals.
• Refunds are not issued for children who leave early due to homesickness or poor behaviour.

Cancellation policy

• Cancelling before accepting the booking offer, or within 28 days of receiving it, incurs no penalty.
• Cancelling after acceptance will incur the full cost, unless the places can be filled by another school.

Visitors

• Headteachers visiting during the week are not charged.
• Other visiting staff will be charged for meals, refreshments and any overnight accommodation:
• Overnight accommodation: £20 per night
• Breakfast: £6
• Lunch: £7
• Evening meal: £8
• Other refreshments charged individually (drinks, biscuits, fruit etc.)

All visitors must report to Centre staff on arrival.

Purchases

• Educational consumables used during the residential (worksheets, art materials) are included in the programme.
• Items taken back to school by staff will be billed.
• Personal purchases by visiting staff are charged individually on Friday morning.

Conduct

The behaviour and conduct of pupils remain the responsibility of the school teacher in charge. The Centre reserves the right to:

• Send home any child whose behaviour or health places themselves or others at risk.
• Charge for wilful damage to equipment or property (accidental damage may not be charged).

Insurance

Liability for loss, damage, or injury is accepted only if caused by the negligence of Hampshire County Council, its servants or agents.

We strongly recommend that schools obtain school journey insurance to cover accident, illness, loss of personal belongings, and cancellation. Many local authorities offer this for a small fee.