Hertsmere Creative Futures

Participant Terms & Conditions

Film & TV Careers and Practical Filmmaking Programme

Funded by Hertsmere Borough Council and delivered by Brilliant Film Academy

These Terms & Conditions apply specifically to participation in the Hertsmere Creative Futures Film & TV Careers and Practical Filmmaking Programme ("the Programme").

By accepting a place and paying the place confirmation deposit, the participant's parent/carer confirms that they have read and accepted these Terms & Conditions.

1. Programme Provider

Hertsmere Creative Futures is an initiative of Hertsmere Borough Council.

The Film & TV Careers and Practical Filmmaking Programme is developed and delivered by Brilliant Film Academy, which is responsible for the day-to-day management and delivery of the Programme.

Brilliant Film Academy will manage participant registration, communications, programme delivery, safeguarding, staffing and the administration of the place confirmation deposit.

2. Eligibility and Places

The Programme is intended for young people aged 11–17 who meet the agreed eligibility requirements for the Hertsmere Creative Futures Programme, including Hertsmere residency requirements.

Submitting an application does not guarantee a place.

Applications will be assessed against the Programme's eligibility requirements, objectives and selection criteria.

Places are limited and Brilliant Film Academy reserves the right to decline an application where eligibility requirements are not met, the Programme is at capacity, or where Brilliant reasonably considers that it cannot safely or appropriately meet a participant's needs within the Programme.

Information provided during the application process must be accurate and complete.

Where information relevant to eligibility, safeguarding, medical requirements or participant welfare is found to have been materially inaccurate or withheld, Brilliant Film Academy reserves the right to review the participant's place.

3. £50 Refundable Place Confirmation Deposit

Successful applicants will be invited to secure their place by paying a £50 refundable place confirmation deposit.

The deposit exists to confirm the participant's commitment to attending and to help ensure that limited funded places are fully utilised.

The £50 deposit will be refunded following successful completion of the Programme, provided the participant attends the full Programme in accordance with these Terms & Conditions.

Absence and Deposit Refunds

Participants are expected to attend every scheduled day of the Programme.

Where a participant misses multiple days, withdraws from the Programme after accepting a place, fails to attend without appropriate notice, or otherwise does not substantially complete the Programme, their deposit will normally not be refunded.

Brilliant Film Academy recognises that exceptional circumstances can arise.

Where absence is caused by genuine illness, a medical issue, family emergency, bereavement or another significant personal circumstance outside the participant's reasonable control, Brilliant Film Academy may, at its reasonable discretion, refund the deposit in full or in part.

Parents/carers should notify Brilliant Film Academy as soon as reasonably possible where illness or an emergency affects attendance.

A participant will not automatically lose their deposit because of a single day's unavoidable absence. Each case will be considered reasonably and individually, taking account of the circumstances and the participant's overall attendance.

The deposit is not a payment towards the cost of the funded Programme.

4. Attendance and Punctuality

Hertsmere Creative Futures Film & TV programme is an intensive multi-day Programme and participants are expected to commit to the full Programme.

Participants must:

arrive at the time specified in Programme communications;
be ready to participate at the scheduled start time;
attend all scheduled Programme days wherever reasonably possible;
remain on site until the scheduled collection/departure time unless alternative arrangements have been agreed; and
notify Brilliant Film Academy promptly of illness, emergency or unavoidable absence.

Late arrival can disrupt filming and other production activities.

Persistent lateness, unexplained absence or repeated early collection may be treated as non-completion of the Programme and may affect whether the place confirmation deposit is refunded.

5. Behaviour and Code of Conduct

Hertsmere Creative Futures Film & TV programme is intended to provide a safe, professional, inclusive and supportive environment for every participant.

Participants are expected to behave respectfully towards:

other participants;
Brilliant Film Academy staff;
visiting practitioners;
industry professionals;
venue staff;
members of the public;
partner organisations; and
property, venues and equipment.

Unacceptable Behaviour

Brilliant Film Academy will not tolerate:

bullying;
harassment;
intimidation;
threatening or aggressive behaviour;
violence or physical aggression;
discriminatory behaviour;
racist, sexist, homophobic, transphobic or otherwise abusive or offensive language or behaviour;
deliberate disruption of Programme activities;
deliberate damage to equipment or property;
unsafe use of filmmaking equipment;
inappropriate filming or photography;
behaviour which places another participant or member of staff at risk;
serious or repeated refusal to follow reasonable staff instructions; or
behaviour which Brilliant Film Academy reasonably considers detrimental to the safety, welfare or effective delivery of the Programme.

Where concerns arise, Brilliant Film Academy will normally seek to manage the situation proportionately and, where appropriate, communicate with the participant's parent/carer.

However, serious misconduct, safeguarding concerns or behaviour presenting an immediate risk to others may result in a participant being removed from an activity or the Programme without prior warning.

Where a participant is removed from the Programme as a consequence of serious or persistent misconduct, their £50 place confirmation deposit may be forfeited where it is fair and proportionate to do so in the circumstances.

The safety and welfare of participants, staff and others involved in the Programme will always take priority.

6. Safeguarding

Brilliant Film Academy operates established safeguarding and child protection procedures.

Staff and practitioners working directly with young people will be appropriately vetted and/or supervised according to their role and applicable safeguarding requirements.

Any safeguarding concerns arising during the Programme will be managed in accordance with Brilliant Film Academy's safeguarding procedures and applicable statutory requirements.

Where appropriate, information may be shared with Hertsmere Borough Council, safeguarding professionals or relevant statutory authorities where necessary for safeguarding or legal purposes.

Parents/carers must provide accurate information regarding any circumstances that may materially affect the safety or welfare of their child while participating.

7. Additional Needs, Medical Information and Reasonable Adjustments

Parents/carers are responsible for providing accurate and up-to-date information regarding:

medical conditions;
allergies;
medication;
disabilities;
SEND;
access requirements;
additional support requirements; and
any other information reasonably required to support safe participation.

Brilliant Film Academy will seek to make reasonable adjustments where appropriate and practicable.

Parents/carers should contact Brilliant Film Academy before the Programme begins where they wish to discuss specific support requirements.

Brilliant Film Academy cannot be responsible for difficulties arising from relevant information that has not been disclosed to the delivery team.

8. Programme Content

The advertised Programme provides an indication of the activities participants are expected to experience.

As a practical Film & TV production Programme, activities may need to change in response to:

creative requirements;
production requirements;
participant needs;
weather;
location availability;
venue requirements;
equipment;
industry practitioner availability;
safeguarding considerations; or
circumstances outside Brilliant Film Academy's reasonable control.

Brilliant Film Academy therefore reserves the right to make reasonable changes to the Programme timetable, activities, practitioners, production plans and order of delivery where necessary.

Such changes will not normally constitute cancellation of the Programme or give an automatic entitlement to a refund.

9. Venues and Filming Locations

The Programme may operate across different venues and filming locations during the week.

All Programme locations are determined at the organisers' discretion, taking account of operational, creative, safety and availability requirements.

Advertised or initially communicated locations may therefore change before or during the Programme.

Parents/carers will be given reasonable information about material location changes and any different drop-off or collection arrangements.

Brilliant Film Academy will undertake appropriate consideration of safeguarding and risk requirements for Programme locations.

Participants must follow all instructions and rules applicable to each venue or filming location.

10. Travel Between Locations

Where the Programme requires participants to move between locations during supervised Programme hours, Brilliant Film Academy will communicate the relevant arrangements and put appropriate supervision and safeguarding arrangements in place.

Where parents/carers are required to transport participants to a different location, this will be communicated in advance wherever reasonably practicable.

Unless expressly agreed otherwise, parents/carers remain responsible for transporting participants to the designated Programme drop-off location and collecting them from the designated collection location.

11. Filmmaking Equipment and Property

Participants may have access to professional or specialist filmmaking equipment.

All equipment must be:

treated carefully;
used only as instructed;
used only for its intended purpose; and
returned when requested.

Participants must not operate equipment where they have been instructed not to do so.

Where equipment or property is deliberately or recklessly damaged, Brilliant Film Academy reserves the right to investigate the circumstances and take appropriate action.

Brilliant Film Academy accepts no responsibility for loss, theft or damage to personal belongings except where liability cannot lawfully be excluded.

Participants are encouraged not to bring unnecessary valuable items to the Programme.

12. Health and Safety

Programme activities will be appropriately risk assessed.

Participants must follow all reasonable health and safety instructions given by Brilliant Film Academy staff, venue staff and authorised practitioners.

Some filmmaking activities involve equipment, movement, practical production environments and location work.

Parents/carers acknowledge that participation in practical creative activities involves ordinary and foreseeable risks which cannot always be entirely eliminated.

Nothing within these Terms & Conditions excludes or restricts any liability which Brilliant Film Academy cannot lawfully exclude or restrict.

13. Food, Allergies and Refreshments

Parents/carers must provide complete and accurate information concerning food allergies and relevant medical dietary requirements.

Participants should bring sufficient food, snacks and water for the Programme day where instructed.

Hertsmere Creative Futures Film & TV programme will operate in accordance with any food restrictions communicated by Brilliant Film Academy.

Participants must not share food where doing so could create an allergy or safeguarding risk.

14. Participant Film and Creative Work

Participants will collaborate in the creation of one or more filmed or creative projects during the Programme.

The nature of filmmaking means that participants may contribute in different ways, including camera, sound, production, writing, directing, art department, editing and performance.

Participation does not guarantee:

a particular production role;
a particular amount of screen time;
inclusion of every piece of filmed material in the final edit;
an individual credit in a particular format; or
that every idea or contribution will appear in the completed film.

Creative and editorial decisions regarding the final production will be made by Brilliant Film Academy.

The Programme is a collaborative educational experience rather than an employment or professional engagement.

15. Photography, Filming and Permissions

Photography, video and audio recording will form an inherent part of a practical Film & TV Programme.

Parents/carers will be asked to provide appropriate permissions relating to participation, filming, photography and permitted use of Programme content.

Images and footage may, subject to the permissions obtained, be used in connection with:

the participant film;
the screening or celebration event;
Programme evaluation;
Brilliant Film Academy communications;
Hertsmere Creative Futures communications;
Hertsmere Borough Council reporting and communications; and
agreed Programme promotion.

Any use will remain subject to applicable safeguarding and data-protection requirements.

16. Mobile Phones and Personal Recording

Participants must follow staff instructions concerning mobile phone use.

Unauthorised photography, video recording or audio recording of other participants, staff, private conversations or Programme activities is not permitted.

Content involving other participants must not be posted to social media without appropriate permission.

Brilliant Film Academy may require phones to be put away during filming, workshops, safeguarding discussions or other Programme activities.

17. Drop-off and Collection

Parents/carers are responsible for ensuring participants arrive safely at the designated Programme location.

Collection arrangements must be followed as communicated by Brilliant Film Academy.

Parents/carers must ensure that Brilliant Film Academy has current:

parent/carer contact details;
emergency contact details; and
collection permissions where required.

Any arrangement allowing a participant to leave independently must be agreed in accordance with Brilliant Film Academy's procedures.

Parents/carers must notify Brilliant Film Academy as soon as possible if they expect to be late collecting a participant.

18. Cancellation or Changes by Brilliant Film Academy

Brilliant Film Academy will make reasonable efforts to deliver the Programme as advertised.

However, it may be necessary to cancel, postpone, relocate or materially alter all or part of the Programme because of circumstances including:

venue unavailability;
severe weather;
staff illness;
safety or safeguarding concerns;
government or statutory restrictions;
emergencies;
insufficient safe staffing;
circumstances affecting a filming location; or
other events outside Brilliant Film Academy's reasonable control.

Where a material change occurs, Brilliant Film Academy will communicate with parents/carers as soon as reasonably practicable.

Where Brilliant Film Academy cancels the entire Programme before it begins and no reasonable alternative is provided, the £50 place confirmation deposit will be refunded.

Where individual activities, practitioners, locations or elements of the Programme change but the Programme can reasonably continue, this will not normally give rise to an automatic refund.

Nothing within these Terms affects a participant's statutory consumer rights.

19. Withdrawal by a Participant

If a participant wishes to withdraw after accepting a funded place, their parent/carer should notify Brilliant Film Academy as soon as possible.

Because places are limited and funded specifically for selected participants, late withdrawal may prevent another eligible young person from accessing the Programme.

The £50 deposit may therefore be retained where a participant withdraws or fails to attend, subject to the circumstances, the timing of the withdrawal, whether the place can reasonably be reallocated, and applicable consumer law.

Exceptional circumstances including significant illness, bereavement, family emergency or other serious circumstances will be considered individually.

20. Circumstances Outside Our Reasonable Control

Neither Brilliant Film Academy nor Hertsmere Borough Council can guarantee that every planned element of the Programme will proceed exactly as originally anticipated where circumstances outside reasonable control intervene.

Where possible, Brilliant Film Academy will seek to provide a reasonable alternative, reschedule an activity or modify delivery.

Nothing in this section limits rights or liabilities that cannot lawfully be limited.

21. Data Protection and Privacy

Brilliant Film Academy will process personal information provided in connection with the Programme in accordance with applicable UK data-protection legislation and its applicable privacy arrangements.

Because the Programme involves children and young people, particular care will be taken in relation to participant information.

Information may be processed where reasonably required for:

applications and eligibility;
Programme administration;
safeguarding;
emergency and medical requirements;
reasonable adjustments;
attendance;
evaluation;
Programme reporting; and
other legitimate Programme purposes.

Where information is shared with Hertsmere Borough Council or another organisation, this will be undertaken in accordance with applicable data-protection requirements.

Relevant privacy information should be read alongside these Terms & Conditions.

22. Complaints and Concerns

Parents/carers are encouraged to raise concerns with Brilliant Film Academy as soon as possible so that issues can be considered promptly.

Concerns relating to the delivery of the Film & TV Programme should normally be directed to Brilliant Film Academy in the first instance.

Safeguarding concerns will be handled under Brilliant Film Academy's safeguarding procedures.

Nothing in this section affects any statutory rights available to participants or parents/carers.

23. Removal from the Programme

Brilliant Film Academy reserves the right to suspend or remove a participant from the Programme where this is reasonably necessary because of:

serious or repeated unacceptable behaviour;
bullying or harassment;
a safeguarding concern;
behaviour creating a significant safety risk;
deliberate or reckless damage to property or equipment;
serious or repeated failure to follow reasonable staff instructions; or
circumstances where Brilliant Film Academy reasonably determines that continued participation cannot be managed safely or appropriately.

Except where immediate action is required for safeguarding or safety reasons, Brilliant Film Academy will seek to act proportionately and communicate concerns with the participant's parent/carer.

Removal from the Programme for serious or persistent misconduct may result in loss of the £50 place confirmation deposit where it is fair and proportionate in the circumstances.

24. Funded Nature of the Programme

Hertsmere Creative Futures is supported through funding from Hertsmere Borough Council.

A funded place has a value substantially greater than the £50 confirmation deposit paid by the participant.

Participants and families are therefore asked to accept a place only where they genuinely intend to attend the full Programme.

The £50 confirmation deposit is intended to protect limited funded places from avoidable non-attendance and is not the price of the Programme.

25. Acceptance of These Terms

By accepting an offered place and paying the £50 place confirmation deposit, the parent/carer confirms that:

the information supplied in the application is accurate to the best of their knowledge;
they understand the attendance expectations;
they understand the circumstances in which the deposit may or may not be refunded;
they agree to the Programme's behaviour and safety expectations;
they will provide relevant medical, safeguarding and support information;
they understand that venues, locations, practitioners, activities and timetables may reasonably change;
they have read and accepted these Hertsmere Creative Futures Participant Terms & Conditions; and
they understand that participation remains subject to Brilliant Film Academy's applicable safeguarding, health and safety and Programme policies.

Last updated: September 2026