FIESTA terms and conditions for participants, parents, carers and guardians

These terms and conditions for booking a young person onto the Fiesta Universal Programme ('the programme') sets out the agreement between the Hillingdon Council ('the council') and participants, parents, guardians, and carers ('you') and shall be binding.

Please ensure you have read, understood, and accepted the terms and conditions before you submit a booking. By placing a booking, you will be deemed to have read, understood and accepted them. A booking is not confirmed until payment has been received and booking confirmation has been issued to you. 

The council is working with guidelines and included them in the way we work and deliver our programmes to ensure the safety of the everyone on the programme.  The council reserves the right to make any additional conditions or regulations considered necessary to ensure safety or proper operation of the programme. 

General conditions

  1. If a young person is under the age of 18, they will require parent/guardian consent to attend the programme.  
  2. By ticking the terms and conditions, you also agree to give permission for the young person to attend the FIESTA programme. No further paper consent form will be required.  
  3. By submitting the booking, you are giving consent to off-site trip/activities undertaken during the FIESTA programme. No further paperwork is required. 

Enrolling on to the FIESTA programme

By enrolling on this FIESTA programme - operated by Hillingdon Council and partners - you acknowledge and understand the following terms and conditions.

Age range

  1. Programmes state a prescribed age range, defined by the age ranges on the day of the programme:

    - 4 to 11-years-old and currently in primary school and 
    - 11 to 16-years-old and currently in secondary school. 
  2. The council will not accept applications for programmes for young people who do not comply with the prescribed age range.  
  3. Failure to comply will mean the removal of the child or young person from the programme.  
  4. As the parent/guardian/carer, you need to ensure your child is in the correct age range as advertised. If you have booked your child onto the wrong age range, your child will be removed from the programme and you will not be entitled to a refund.

Health and safety  

  1. We continue to work to the national COVID-19 guidance, and the council will place any measures (with prior notice) to ensure the safety for all on the programme.
  2. If a child experiences symptoms, they should not enter the setting and if they are already there the child will be sent home.
  3. There could be changes and the council will notify you of any changes prior to the programme starting and/or during the programme (as soon as these are brought to the council's attention).  
  4. The council may need to make late changes to the programme to work in line with government guidelines on the pandemic to ensure everyone's safety on the programme. 
  5. In the event of an emergency, medical treatment (including anaesthetic) may be authorised on your behalf by Hillingdon Council staff and their representatives. Please ensure that details of allergies are provided at the time of your booking. 
  6. FIESTA is fully risk assessed and managed (in the context of the council's policies) by appropriately-qualified and vetted staff. Parents and guardians are asked to note that some activities included in the programme may have an element of risk contained therein and further details can be provided on request.
  7. Parents and guardians are asked to note that there may be times during the programme delivery when participants may not be under the direct supervision of staff. 
  8. Any form of abuse or threatening behaviour by a young person or parent/guardian/carer may result in the young person being excluded from an activity and being sent home - you (as a parent/guardian/carer will be liable for any (and full) cost incurred as a result of the young person's behaviour.


  1. The council has legal obligations in relation to safeguarding, and any suggestion of child abuse or neglect will be investigated and reported to the relevant regulator. 

Photography, filming and media

  1. Please be aware that activities that you or a young person are involved in may be photographed, filmed, or otherwise recorded with the intention that the materials are used for promoting future courses offered by the council.  
  2. Your information will be recorded on an electronic database and will be accessible by council staff.  
  3. This will only be done with your permission. Please ensure you note your preferences on the booking form and notify the event organiser before starting the programme or the course. You do not need to allow permission. 

Young person's details

  1. It is the responsibility of the person making the booking to ensure that all details provided in the booking are accurate - in particular, full information about each young person, including medical and other special education needs, and emergency contact information, the address of the young person's must be their permanent place of residence.  The council reserves the right to request proof of address if required. If the council does not have all this information before the programme starts, the young person will not be allowed to join and you will not be entitled to a refund. 
  2. If you book a free school meal ticket, you must provide the unique free school meal number on your booking; without a number, this will be invalid, and your place will be cancelled.  

Free school meals (Holiday Activity and Food programme places)

The Holiday Activity and Food programme is for children and young people whose parent/guardian/carers are on free school meals (benefits related only).

  1. The education department will send you a unique reference number for each child/young person. You must attend a school in Hillingdon to qualify for this programme. Please enter the reference number in the relevant box on the booking system.  
  2. All places are offered on a first-come, first-served basis and your child/young person has an opportunity to book a maximum of 3 weeks across the Hillingdon's HAF offer.   
  3. When booking your place on the online booking system, you will need to enter your unique number in the relevant box. 
  4. Your child/young person will also receive a packed lunch each day. Please ensure you have entered any dietary requirements on the booking form.   
  5. Once you book your place, your space will be verified. You will be contacted if your booking does not meet the HAF regulations for booking onto this programme and your young person will be taken off the programme and, therefore, may miss the opportunities to attend the programme, as there could be no more spaces available.  

Course content and programme schedule

  1. The council reserves the right to make changes to course/programme content, dates and venue at any time and for reasons beyond the council's control. 

Additional support needs

  1. Young people with learning difficulties and disabilities are encouraged on all programmes that the council runs. 
  2. Participants will have their needs assessed and the council will provide additional support to enable them to engage with the course or activity.  
  3. It is really important that you make the council aware of any support that the young person may need - failure to do this may mean that the council is unable to provide the levels of support that the young person needs and they are unable to participate in certain aspects of the programme. 
  4. Where a young person or their carer is in receipt of direct payments from the council, they will be expected to self-fund costs arising through the employment of a support or care worker.  

Bookings and cancellations

  1. The council may cancel a booking in the event of an emergency of the occurrence of other serious situations. 
  2. The council may immediately cancel the booking with you if you knowingly or falsely make an incorrect statement on the booking form and you will not be entitled to any refund. 
  3.  In the event of a programme being cancelled, you will be offered a place on an alternative course (where available) or offered a full refund. 
  4. Only the young person booked onto the programme is allowed to attend on that purchased ticket and no changes can be made to the ticket. You agree not to resell or swap any ticket purchased on the programme.   
  5. The council operates a no refund policy and is unable to offer refunds on any bookings due to the nature of the programme being offered.  Should you wish to cancel a booking, you can do so by completing the online cancellation form. The council will only be able to consider refunds with exceptional circumstances (where these are brought to the council's attention) but cannot guarantee that a refund will be provided.  All cancellations must be agreed in writing. 

Data protection

  1. The council is a data controller under the Data Protection Act 1998 (GDPR since 25 May 2018). To process your booking, the council needs to collect personal details about you and your child. The council will treat information as confidential and keep it secure, complying with all relevant UK legislation. The council will use your email address and telephone number to contact you with information that relates to any bookings that you make and any information that the council might need that relates to the welfare of your child.  

Code of conduct

  1. The council follows a zero-tolerance policy on discrimination, bullying and persistent poor behaviour of any kind, irrespective of any special needs. The council aims to provide a safe and secure environment for all young people and staff, in which all are free from harassment, intimidation, bullying and illegal practices. Our staff will challenge attitudes, values and behaviours that prevent service users from experiencing a safe and secure environment, and reserve the right to ask a young person to leave the premises if they refuse to manage their conduct appropriately. 


The terms and conditions between you and the council shall terminate on the earliest of:

  • the end date of the programme as detailed in the booking or 
  • Immediately (or such other times as the council may instruct) if you or the young person breach the terms. 

Contracts (Rights of Third Parties Act) 1999 

For the avoidance of doubt, nothing in the terms and conditions shall confer on any third party any benefit or the right to enforce any term, except where otherwise agreed in writing.  

Governing law and juristiction

It is agreed that the Court of England and Wales shall have exclusive jurisdiction in relation to these terms and conditions.  

Page last updated: 24 Jun 2022