Booking Terms and Conditions

The following Terms and Conditions must be read, understood and agreed upon by anyone booking and paying for any child to attend Sama Southeast Karate and Kickboxing Clubs. The agreement is to let you know what to expect from Sama Southeast and what we expect from you.

• Arrive on time for classes
• The karate uniform (GI) should be kept clean and in good repair
• Fingernails/toenails must be kept short
• Members must maintain good personal hygiene
• Please refrain from swearing in the Dojo
• Show care and considerations for others
• No eating or drinking on the matted area of the dojo

1. Register

All bookings are to be made by the parent / legal guardian online. You will need to register on our website before doing so. You can do this by clicking on ‘Join Us’.
Create your account with once registered you can book your child in to our classes and purchase annual memberships/licence, subject to availability.

2. Trial Lessons

You can book up to four trial lessons before full membership and uniform is required. All trial lessons must be booked in advance. If you have been offered a trial lesson but have not booked and paid for the space within 24 hours then it will automatically be given to the next student on the waiting list. Please note that if a trial is not paid for, it is not booked. Missed trials cannot be re-arranged or refunded.
Due to our Safeguarding policy parents are unable to stay within the school to watch. Parents can stay and watch at evening or weekend classes if the venue provides a suitable spectator/viewing gallery area.
For your first lesson loose comfortable clothing, Gym or P.E kit. Equipment such as pads will be provided for our kickboxing classes.

3. Membership/Licence

After the 4th week of trial lessons a uniform and annual Membership/Licence is required to continue.
Fees are payable online and have to be renewed annually.
Annual Membership Includes: Membership Book (Grading Record Book) and Licence & Insurance. Once you purchase membership/licence fees are not refundable under any circumstances. No refunds will be provided for partial years on cancellation. Cancellation of membership is the account holder/parents responsibility to cancel before expiration date, Ones the membership has been processed no refunds will be given under any circumstances. Sama southeast reserves the right to terminate your membership at any time without notice

  • Renewals: please have your receipt (either on your phone or printed) and bring it to your instructor or grading day to update your grading book.
  • New Memberships: Your welcome pack and grading book will be posted to you please keep it safe, you will need bring this with you on the grading day.

Without of proof receipt renewals will not be accepted. Lost Grading books will be charged £5 for replacement.

4. Bookings

All booking that made online on.

  1. Weekly & Trial lesson: Booking must be made before start of the lesson. Weekly & Trial lesson bookings are non-refundable or transferred under any circumstances.
  2.  Block bookings lessons and courses for a set period of time must be made in advance. Block bookings lessons are non-refundable or transferred under any circumstances.
  3.  Half Termly: Booking must be made before start of the term, Termly booking are non-refundable or transferred under any circumstances.
  4. Grading bookings can only be made with valued membership/licence. Once you booked your grading fees are not refundable under any circumstances. No refunds will be provided if you missed on cancel a grading.

Your booking will be confirmed by email to the address you provided. The email might go to your junk inbox – so do check there. We are not able to change your booking to a different day as you already taken that space.  If we cancel a grading for any reason we will move grading booking to the next available day.

Classes that payable per half term basis. Bookings must be made online using our booking system. Weekly bookings are not accepted when termly bookings are available. Weekly bookings are only available for beginners (Trial Lesson). Fees are calculated on a termly basis based on a 39-week school year minus bank/public, school holidays inset days and parents evenings. You must pay for lessons/terms by or before first class of term to ensure that your place that your place is guaranteed for that term. Should you consider withdrawing your child from our club, we would ask that you let us know a half term in advance if possible. Some classes may operate with a waiting list so it would be useful for us to have some time to be able to organise filling the space vacated by your child. Please note we cannot offer refunds or transfer on termly fees.
Booking over the phone:
All bookings need to be made online by the parents or guardians, however in extreme circumstances we are able to help by taking the booking and payment over the phone.

5. Payments

We use Square Payments Processing; through this we accept all types of cards and make no charge for card payments. If booking and payment is not received by the established date then we reserve the right to withdraw your child’s place.
Receipt: Once you have made a booking and payment has been made you will receive an email confirmation. We are not able to change your booking to a different day/dates under any circumstances.

6. Cancellations

We do not issue credit notes for any club cancellations. Will charge for any booked session that is missed or cancelled, unless we have at least 30 days notice prior to the session date on weekly block booking and half term in advance on termly bookings. If you wish to cancel with less notice we will not be able to give you credit for the sessions.
In the event of ‘Sama Southeast’ having to cancel the club as a result of war, strikes, severe adverse weather conditions, lock-out, disaster, disease or any other case of force majeure or otherwise outside the control of the company no compensation will be paid to the adult and no bookings fee will be refunded.

7. Drop off and collection

Our staff will greet each child warmly on their arrival at the Club and will record the child’s attendance in the daily register straightaway. Parents must complete an online registration form prior to their child starting which also confirms the parent is happy to follow our medical processes in case of an emergency.
Parents need to let us know if any changes to contact information and medical information. All Children that attend our club must be on our register for that session. Children that are not listed on our register or booked for that session will not be allowed to take part in any martial arts lessons. Also such sessions attended will be charged.
Trial lesson and What to Wear
Loose comfortable clothing, Shorts or Jogging bottoms and T-shirt or P.E kit. Specific footwear is not required as we train in bare feet. Equipment such as pads will be provided for our kickboxing classes.
Make sure to arrive to your class 15 minutes before we start to introduce yourself and wear clothing suitable for training.

8. Liability

Our Public Liability Insurance covers all our paid membership students. All club members taking part in karate or kickboxing training must obtain a licence to practise, and this must be done within a period of not more than 4 weeks from the date they commence training. Members must ensure that they renew their licence on or before the expiry date each year. All Club members must obtain and wear a karate suit within a period of 4 weeks of commencing training.
No liability is accepted for any loss, damage to personal property, or for any personal injury, fatality to a student unless caused by the proven negligence of the Company’s employees or agents.
Sama Southeast operate independently of any school or venue used for martial arts training.

9. Medical Conditions

a. The parent or guardian must declare if their child or children suffer from any kind of allergy or medical condition or any other needs required for the wellbeing of the child.
b. Every child that attends must be in good health. No child who is currently suffering from or has suffered from a contagious illness or disease within the last 28 days will not be accepted, disclosure of these facts if required are the responsibility of the parent or guardian.
c. The parent or guardian must disclose if their child or children suffer from any long-term illness, disability or cognitive condition.
Sama Southeast retains the right to refuse any child if they believe it is in the interest of wellbeing for that child.

10. Anti-social Behaviour

a. Any child who if found to be bullying other students or displaying anti-social behaviour may be requested to sit out the activities, they will not be allowed to return to the club and no refunds will be provided.

11. Consent

a. The parent or guardian consent to their child or children receiving first aid and professional medical assistance should it be required.
b. Photographs may be used by Sama Southeast for future marketing material, should you not wish for
your child to be used in such marketing you must declare this with the club. If you do not declare this it will be assumed you consent to their image being used in Sama Southeast marketing materials.

12. Child protection (Safeguarding)

Sama Southeast has legal obligations to report any suggestion of child abuse or neglect and will do so immediately to relevant local authorities.

13. Data Protection

To process your booking Sama Southeast will need to collect personal details about you and your children. Yours and your child’s information will be kept strictly confidential and secure, complying with all relevant UK legislation and GDPR policies and recommendations. We 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 we might need that relates to the welfare of your child.


We are committed to reviewing our policy and good practice annually.
Sama Southeast takes any concern or suspicion very seriously and will act quickly and correctly following the procedure of the Local Safeguarding Children’s Board.
Southeast Martial Arts Ltd, Registered in England, No 10598582, T.A Sama Southeast
Telephone: 01444 461889,