Terms and Conditions for Birthday Parties
All confirmed birthday party bookings made with Xplore! (trading name of North Wales Science Ltd) are bound by the following terms and conditions. Bookings are confirmed upon receipt of a booking confirmation sent by email. Bookings are confirmed upon receipt of a booking confirmation sent by email and are deemed as being accepted by the organiser unless we hear from you within 1 working day.
Please read the following paragraphs carefully.
Cancellations
If you wish to cancel your booking 4 weeks or more in advance of your scheduled date, there will be no cancellation charge.
If you wish to cancel your booking between 2 and 4 weeks in advance of your scheduled date, then a cancellation charge of 50% of the full charge will apply.
If you wish to cancel less than 2 weeks in advance of your scheduled date the full charge will apply.
Please refer to your booking confirmation for the price per head and number of party guests. This is used to calculate the full charge of your booking.
These charges are applied because it is extremely difficult for Xplore! to obtain another booking at such short notice, and to cover the cost of any resources and staffing Xplore! will have allocated for the event.
Rescheduling
If you wish to change the date of your booking, it must be done with at least 4 weeks’ notice, otherwise the above cancellation fees will apply. A booking can be rescheduled a maximum of two times; any further rescheduling will be subject to the full charge of the initial booking, plus the cost of the new booking.
Failure to attend
If you have a confirmed booking with Xplore! and do not attend on the agreed date and time, then the full charge of the booking will apply.
Exclusions
The cancellation fee will not apply if Xplore! deems any of the following situations to have caused or contributed to the cancellation of your booking:
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Exceptional circumstances where Xplore! is no longer able to fulfil the booking as agreed.
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Adverse weather conditions (this is applied at the discretion of the Bookings and Admin Coordinator)
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Other unforeseen circumstances (this is applied at the discretion of the Bookings and Admin Coordinator)
Exclusive hire birthday parties
Exclusive hire parties are available on weekends and school holidays from 4pm-6pm and includes an exclusive show from 4pm until 4:30pm and full use of the centre from 4.30pm allowing your party to use the exhibitions exclusively until the party end at 6pm. This party option has an additional charge of £150, this charge helps us to cover the additional cost of staffing and resources to keep the centre open after our usual opening hours.
Where an exclusive hire birthday party runs over the allocated time, an additional charge of £15 per 15 minutes will be charged.
Last Minute Booking Alterations
If for any reason you or your party guests are late arriving, or needs to leave earlier than agreed, your booked activities may need to be shortened, or cancelled. Please discuss this with staff at the earliest possible opportunity.
Supervision
Xplore! Staff are not responsible for the behaviour or supervision of groups of any size. Please ensure an appropriate level of adult supervision is provided for your party. This should be at least one adult and Xplore! staff should not be included. Xplore! Staff will not continue an activity where appropriate supervision is not provided, or the behaviour of participants cannot be controlled.
We understand that adults like to join in the fun too, but we can only allow 2 adults to stay during the party workshop, any other adults who are joining the party are welcome to wait in our café area during the party and workshop.
Children aged 13 years and under are to be supervised by an adult aged over 18 years at all times. We reserve the right to bring parties to an end early where the behaviour of any child[ren] is deemed unacceptable. If any siblings or other children are using our exhibition but are not participating in the party, adequate supervision is still required. Xplore! staff will provide interactive STEM activities; we cannot be held responsible for the supervision of children under any circumstances.
Pricing
Our birthday parties have a minimum requirement of 10 party guests. Xplore! birthday parties can include food for participating children. The charge for parties is £11 per child, not including food, and £15.00 including a sandwich box option per child. This charge applies to ALL participating children (aged 3 years and over). For any children who are not participating in the party, standard admission fees will apply. Party bags are also available to purchase individually.
Food and drink
Parties that have booked to include our food option will be charged for food (£4.00 per child plus any additional food ordered) if a booking is cancelled or rescheduled with less than 4 working days’ notice. This is because food orders from our supplier cannot be cancelled at short notice.
Please note no alcohol is permitted on site and we ask that any vaping or smoking takes place outside, away from the entrance doors to Xplore! No food and drink is to be consumed within the exhibition areas, theatre or workshops.
When ordering food, you must ensure that any intolerances or allergens are recorded on your order form.
Decorations
You are very welcome to bring tablecloths and table decorations, your party host will let you know when you are able to decorate the space reserved for your party.
Please note that helium balloons and oversized, sparkler or fountain style candles are not permitted for use anywhere in our building.
Deposit
A non-refundable* deposit of £30 is required upon confirmation of the booking with a remaining balance due within the first hour of your party.
*Unless the booking is cancelled by Xplore!
