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Terms and Conditions for learning experiences

Terms and conditions for visits to the museum

All visits to the museum must be booked in advance via our online booking form.

Book a museum visit

  • Northampton Museums and Art gallery (henceforth referred to as NMAG) reserves the right to refuse entry to either of its museums. This includes any self-guided school groups who have not booked in advance.
  • By submitting your booking form, you state that you accept our terms and conditions.
  • The group leader will receive written confirmation of their booking and important visit information. This should be checked carefully, and we should be informed immediately of any discrepancies.
  • Our sessions are sold as pre-allocated time slots. These timings must be adhered to in order to avoid disruption to other schools visits.
  • Prior to the visit, the group leader should conduct a pre-visit to the venue. The group leader is responsible for conducting any risk assessment and familiarising themselves with all the pre-visit information. All pre-visits to the site to meet with museum staff to discuss the visit should be booked well in advance to ensure availability.

During your visit

  • The group leader is responsible for ensuring that the party arrives on time. 15 minutes has been allocated for storing coats and lunches (if necessary) and using the toilets prior to the start of the session.
  • Any sessions missed or partly missed due to late arrival will still be charged at the full rate. NMAG takes no responsibility for any unforeseen circumstances such as transport delays, weather conditions, and problems with coaches or sickness of teaching staff.
  • In the event of a late arrival, we reserve the right to reduce any planned programme according to the available time for your visit and any conflicting demands on resources, galleries and exhibits at that time.
  • There is a maximum capacity of 35 children for our standard workshops. It will be noted on the confirmation where this is different.
  • Children should be accompanied by an adult at all times. We follow NSPCC guidelines and require the following minimum ratios for visits:
  • Children aged 4-8 - 1 adult to 6 children
  • Children aged 9-12 - 1 adult to 8 children
  • Children aged 13-18 – 1 adult to10 children
  • Adults providing 1:1 support for a child cannot be counted in the above ratios


  • The group leader is responsible for the behaviour of the children in the group. We expect all students to abide by our code of conduct (see below)
  • The group leader is responsible for ensuring the safety and security of all the group’s belongings and to ensure that all items are collected at the end of the visit. NMAG takes no responsibility for items lost or missing during the visit.
  • If using a lunchroom, the group leader is to ensure that the room is left in a reasonable state afterwards. All litter should be placed in the bins/bags provided and you are expected to sweep up crumbs and spillages using the equipment provided. Please ask Museum Staff if you require additional bags etc.
  • Toilets are used by all members of the public and are expected to be left in a useable condition.

Changes to your booking

  • Changes may be made within 48 hours of booking via the online booking form
  • If changes to a booking are requested after 48 hours of receiving confirmation of booking, we will try to accommodate, but cannot guarantee the availability of slots and staffing. If the visit cannot be rearranged and this falls outside of the cancellation period, a cancellation charge will apply.
  • If you change the date, time or type of your booking within 2 weeks of your original date, a £25 administration fee will apply.

Change a booking

Cancellation – applies to all bookings

  • Cancellation charges apply to confirmed bookings and are as follows:
  • Over 3 weeks’ notice - £25 administration fee
  • Between 2 and 3 weeks’ notice – 50% of the cost of the visit.
  • Less than 2 weeks’ notice – 100% of the cost of the visit.
  • Notifications of all cancellations must be made through our online booking system,
  • NMAG occasionally may need to cancel or reschedule a booking due to unforeseen circumstances. In this instance, every effort will be made to provide an alternative and minimise disruption to the visit. Where payment has been made a refund will be given.

Cancel a booking

Covid-19 and postponements/cancellations

We are aware that at this time things can change very quickly due to Covid-19 conditions and so have introduced the following cancellation terms for any booking made:

  • Sessions cancelled due to a member of staff or student from the school testing positive for Covid-19 or the particular cohort/bubble group having to isolate will incur no charge provided the session is rescheduled for a later date.
  • Sessions cancelled due to a local lockdown will incur no charge on either party. We would anticipate the session being rescheduled for a later date.
  • Sessions cancelled due to museum staff testing positive for Covid-19 or having to self-isolate where no other member of staff is available. No penalty will be imposed upon the museum and the session will be postponed for a later date.


  • An invoice will be issued after the visit and payment is due within 28 days.

Data Protection

We may use your personal information (and the personal information of any other visitors included in your application) for processing your application, responding to any enquiry you or other members of your group make, and for generating aggregated statistics regarding visits. In addition, we may, subject to your consent, send you emails, newsletters and/or alerts and information regarding learning events.  We will not sell your data.  We will not share your data for marketing purposes unless you have actively consented to this.