RESIDENTIAL SUMMER CAMP 2026

CODE OF CONDUCT

20/01/2026 Code of Conduct Ref: IMEX.V.CC.26.1

Welcome to Imaginarium Film Academy. This Code of Conduct outlines our expectations and the standards we uphold to ensure a safe, inspiring, and creative environment for all participants. We are delighted to have your child join us for what we hope will be a transformative summer experience.

Participants are required to comply with this Code of Conduct and the policies of H-Farm International School, our venue partner.

OUR VALUES

Imaginarium Film Academy celebrates diversity in all its forms, including race, ethnicity, gender, sexual orientation, disability, neurodiversity, and background. Every participant brings unique perspectives and talents that enrich our creative community.

Filmmaking is a collaborative art. We treat everyone with kindness, respect their ideas, and work together to create something greater than we could achieve alone. We encourage bold, original storytelling whilst maintaining professional standards and ethical practices.

RESPECT AND CONDUCT

We expect all participants to behave with respect and tolerance towards everyone at camp, including fellow participants, staff, and H-Farm personnel.

• Participants should inform the educator or facilitator in charge before leaving any activity.

• Insults, intimidation, aggressive or violent behaviour will not be tolerated.

• Personal space and privacy must be respected at all times.

• We encourage active engagement in all activities proposed by our staff team.

• Acts of vandalism, theft, and the possession or use of weapons, cigarettes (including e-cigarettes), alcohol, and drugs are strictly prohibited.

• Bullying, harassment, discrimination, or exclusionary behaviour of any kind is not permitted.

• Offensive or discriminatory language has no place at Imaginarium Film Academy.

FILMMAKING STANDARDS

Equipment Care

• Our equipment represents a significant investment in your child's creative education. We ask that all participants handle cameras, microphones, lighting, and computers with care and respect.

• Participants should follow all safety instructions when using equipment and only use equipment after receiving proper training and permission.

• Any damage or technical issues should be reported immediately to staff. Equipment must be returned to designated storage areas when not in use.

Please note that the cost of repair or replacement for equipment damaged through misuse or negligence may be charged to families.

Filming Etiquette

Consent is fundamental to our filmmaking practice. Participants must always ask permission before filming anyone, including other participants, and respect when someone declines to be filmed or withdraws their consent.

When filming in shared spaces, participants should be considerate of others, keep noise levels appropriate, and be aware of their surroundings to ensure filming does not disrupt others or create safety hazards.

All location-specific rules must be followed, and participants should behave professionally and courteously when filming in public spaces, remembering they represent Imaginarium Film Academy.

Content Standards

• All content created during camp must be age-appropriate and suitable for a youth educational environment.

• Content that includes disturbing imagery, sexually explicit or suggestive material, or offensive or discriminatory themes is strictly not permitted.

Our staff reserve the right to review all content and may require edits or removal of inappropriate material. We approach this with sensitivity and as an educational opportunity.

Copyright and Intellectual Property

We take intellectual property rights seriously and teach participants to do the same.

• For music and audio, participants should only use licensed music, licence-free or royalty-free music from approved sources, or original music created for their projects. Copyrighted music may not be used without proper licensing.

• Stock footage is permitted but not encouraged, as we value original content. All stock footage and images must be from licence-free sources or properly licensed.

Participants should be aware that some landmarks, buildings, and public spaces may have trademark or copyright restrictions. Filming inside private businesses or on private property requires explicit permission, and our staff will provide guidance on any restricted locations during excursions.

Creative Ownership

Participants retain ownership of their creative work. By participating in our programme, participants grant Imaginarium Film Academy permission to showcase work created during camp with appropriate credits. This helps us celebrate their achievements and inspire future participants.

COLLABORATION AND CREATIVE INTEGRITY

Great films are made by great teams. We expect all participants to give credit to collaborators and contributors, respect the creative ideas and contributions of others, and work constructively in groups whilst valuing different perspectives.

Excluding others from participation based on ability, identity, or background contradicts our core values.

We value the support of neurodivergent and differently-abled participants in collaborative work, recognising that diverse perspectives enhance creativity.

FILM SCREENINGS AND SHARING WORK

Campus Screenings

Each week concludes with a campus film screening where participants showcase their work to fellow filmmakers and H-Farm students. This is a celebration of creativity and achievement.

The screening is a campus event open to all students attending H-Farm programmes during that week. To maintain focus and preserve the special nature of the public premiere, parents and outside visitors do not attend these weekly screenings.

During screenings, we ask that mobile phones be set to silent and that everyone observes respectful silence during all films. Applause and feedback are encouraged after each screening. Recording during screenings is not permitted to protect the integrity of all participants' work.

Public Premiere

Films created during camp will remain unpublished and not shared publicly until the official public screening event. Details of the screening date, time, and location will be published at the end of camp.

This approach gives participants' work the prestige of a proper premiere and allows them to present their best work to family and friends at a dedicated celebration.

Participants will receive a digital copy of their films after the public screening. Until then, films must not be shared on social media, websites, or any public platforms.

Social Media and Digital Citizenship

We understand that social media is an important part of young people's lives, and we encourage responsible use that reflects well on participants and our academy.

• Participants may discuss their camp experience and the filmmaking process on personal social media. They may share short behind-the-scenes elements of their projects, but may not share actual film footage unless it is part of an approved teaser or trailer.

• When posting content featuring other participants, faces must be blurred or explicit consent obtained. This protects everyone's privacy and dignity.

• Content that violates our standards, shares other participants' personal information, is unflattering or unkind, tags others without permission, livestreams activities without staff permission, or could compromise safeguarding or security is not permitted.

• We encourage participants to think before posting and ask themselves: "Is this kind? Is this true? Would I want this shared about me?"

Participants should respect copyright and intellectual property online and report any cyberbullying or inappropriate content to staff immediately.

PRIVACY AND DISCRETION

Imaginarium Film Academy operates with discretion as standard, recognising that some families value their privacy highly

In communications, documentation, and shared materials, participants are normally referred to by first name only or by a preferred name agreed in advance. Families who require specific naming preferences or enhanced privacy arrangements are invited to notify us during the booking process, and we will accommodate these requests sensitively.

As a film and media company, we face the unique challenge of balancing privacy with showcasing creative work. We welcome parents and guardians to work with us on what can and cannot be shared. We will be quick to respond if something needs to be addressed. We have the utmost respect for your privacy and are truly excited to share your children's talent, flair, and creativity.

ACCOMMODATION AND RESIDENTIAL LIFE

Participants will be accommodated in double, triple, or quadruple rooms with en suite bathroom. The service includes room cleaning upon arrival and departure, a mid-week refresh with towel change, and daily cleaning of common areas.

Check-in and Room Arrangements

Check-in is scheduled for 4:00 PM on the first Sunday. Should you be delayed, please communicate this to academy@imaginarium.tv as soon as possible so we can make appropriate arrangements.

Room assignments are made thoughtfully based on gender, age, kinship, and friendships. We welcome your preferences through the student dossier form and will do our best to accommodate them, though this cannot always be guaranteed. For participants staying multiple weeks, we endeavour to maintain room continuity where possible.

Access to rooms is permitted only when accompanied by Summer Academy staff for safety and security reasons. If a participant needs to access their room outside established hours, they should ask the residential staff member on duty for assistance.

Living Together

Sharing accommodation is an important part of the residential experience and teaches valuable life skills.

We ask that participants respect each other's personal space and belongings, agree on shared space arrangements early, communicate openly about any concerns, and be considerate of different sleep schedules and habits. Keeping shared spaces tidy benefits everyone.

Going through others' belongings, borrowing items without asking, excluding or isolating roommates, or creating excessive noise during quiet hours is not acceptable.

If issues arise between roommates, we encourage participants to first address them directly through calm and respectful communication. If this is unsuccessful, residential staff are available to mediate and help find solutions. In cases where mediation is unsuccessful, room changes may be considered.

We ask that participants maintain good personal hygiene during their stay. Residential staff can provide gentle reminders if needed, and any persistent concerns will be discussed sensitively with parents

Quiet hours are observed between 10:00 PM and 7:30 AM to ensure everyone gets adequate rest.

Privacy and Visitors

For the comfort and safety of all participants, those of different genders may not visit each other's rooms at any time. All social interaction between genders should happen in common areas with staff present.

Family visitors must be approved in advance and remain in designated areas. Participants may not receive non-camp visitors without explicit staff permission.

Room Check-Out

Rooms must be vacated no later than 8:30 AM on the final day of the experience (Friday). After leaving the room, the participant will regularly take part in all other activities scheduled for the day.

Any damages found or the need for extraordinary cleaning not attributable to normal wear and tear will be charged to the families.

H-FARM CAMPUS FACILITIES

General Campus Conduct

During your time at H-Farm, participants must respect the facilities that make this exceptional experience possible.

Smoke detectors, fire doors, facilities, furniture, and equipment provided for activities must not be damaged or misused.

The use of motorised vehicles (electric scooters, e-bikes, golf carts) is strictly prohibited within the campus for safety reasons. Non-motorised transport such as skateboards, non-electric scooters, and bicycles are permitted for movement between buildings.

Internet access is primarily for educational and instructional purposes through devices provided by H-Farm International School.

Use of Personal Electronic Devices

To make the participants’ experience as social and positive as possible and to promote their overall well-being, we have implemented limited digital device usage. This approach encourages  tech detox and the conscious use of technology to ensure optimal rest.

The use of personal electronic devices outside of the established hours is permitted only in case of certified medical needs.

Personal electronic devices are stored by the Summer Academy staff during activities and will only be handed over to participants during specific time slots, which are set according to age.

Day Camp 

The use of personal electronic devices is not permitted during activities.

• Participants may bring their devices but must hand them over to the educators at the start of the day.

• Devices will be returned at the end of the day, between 4:00 PM and 5:00 PM.

Residential Camp

Age Permitted Devices Usage Hours

11-13 years old Cell phones, computers, tablets 6:30 PM to 8:30 PM

14-18 years old Cell phones, computers, tablets 6:30 PM to 10:00 PM

• Off-Campus Trips: During off-campus excursions, devices for participants aged 14+ may be used for the entire duration of the trip.

• Charging: Device charging will be carried out during daily activities or overnight, as needed.

For participants who do not yet have a personal phone, the Call You Back service is available: parents can send a message via WhatsApp, and staff will call the families back between 6:30 PM and 7:00 PM.

Any use of electronic devices deemed inappropriate or unsuitable by the staff will be promptly communicated to parents via email.

The Summer Academy staff cannot be held responsible for any loss and/or damage to personal devices.

Campus Shops and Amenities

Access to AMOR Bistrot and the H-FARM Welcome Centre Shop is permitted after lessons and during free time. Participants aged 8-14 must be accompanied by an educator, whilst those aged 15 and over may go independently after informing educators.

PERSONAL BELONGINGS AND MONEY

We recommend participants bring a small amount of spending money for purchases at AMOR Bistrot or the H-FARM Shop.

Participants are responsible for their own money and belongings. Whilst we provide reasonable security, we cannot guarantee safekeeping, and staff cannot be held responsible for lost or stolen items.

We strongly recommend against bringing expensive jewellery, watches, large amounts of cash, or valuable items. All belongings should be clearly labelled with your child's name.

Lost items are photographed and posted on the Toddle app Lost and Found section. Items will be stored until September 30th, after which unclaimed items will be donated to charity. Families are responsible for organising and covering the cost of shipping for lost items.

HEALTH AND WELLBEING

Medical Information

Your child's health and safety are our highest priorities. We ask that all allergies and medical conditions be reported during booking. Six weeks before camp, we collect detailed dietary and medical information through the student dossier. This information is essential for us to provide appropriate care.

All prescription medication should be provided in original packaging with clear dosage instructions. Our staff will store medications securely and maintain a medication log. We will ask parents to complete a medication consent form.

For serious allergies or medical conditions, we request a medical action plan. Emergency medication should be clearly labelled, and we recommend that participants with serious conditions wear medical alert bracelets for their safety.

When Illness Occurs

We encourage participants to inform staff immediately if they feel unwell. Early reporting allows us to provide appropriate care and prevent the spread of illness.

For minor ailments such as colds or headaches, we will provide a designated quiet area for rest whilst our staff monitor their condition. We will inform parents if symptoms persist or worsen.

For moderate illness including fever, persistent vomiting, or significant discomfort, we will contact parents immediately. We will arrange medical assessment if needed and involve parents in deciding whether their child needs to be collected.

For serious illness or injury, we will contact emergency services as required, inform parents immediately, and ensure staff accompany the participant to medical facilities.

We ask that participants showing symptoms of infectious illness (fever, persistent cough, vomiting, diarrhoea, rash) do not attend camp. If symptoms develop during camp, we will isolate the participant and request immediate collection by parents. Participants may return when symptom-free for 24 hours or as advised by medical professionals. We will inform all families if there is an outbreak of infectious illness at camp, without identifying individuals.

Emotional Wellbeing

We recognise that being away from home can be challenging, particularly for first-time residential participants.

Homesickness is normal and common, especially in the first few days. Our staff are experienced in providing reassurance and care. We will contact parents if homesickness is severe or persistent, and work together on strategies to help your child settle. In rare cases, we may recommend early collection in your child's best interest.

We encourage participants to tell staff immediately if they feel anxious, overwhelmed, or upset. We provide a quiet space for breaks when needed, and will contact parents if concerns are significant.

Sun Safety and Weather

Our staff ensure regular water breaks during outdoor activities. We ask that participants bring their own sunscreen (SPF 30 or higher), and our staff will remind them to apply it before outdoor activities.

We require hats for outdoor filming. We will move activities to shade or indoors during extreme heat, and our staff will monitor for signs of heat exhaustion.

During storms and severe weather, we will suspend outdoor filming and move participants to safe indoor locations. We will inform parents of any significant weather-related changes to the programme.

Insurance

We strongly advise parents to have appropriate travel and medical insurance covering your child's participation in camp, including medical treatment, emergency evacuation, cancellation, personal belongings, and personal liability.

EXCURSIONS AND TRANSPORTATION

We are delighted to offer excursions as part of the camp experience, including visits to Venice and other culturally rich locations.

During Transportation

Our staff will brief participants about safety procedures before departure. We ensure seat belts are worn at all times, and ask that participants remain seated whilst vehicles are moving. We appreciate respectful noise levels with aisles kept clear, and expect all driver and staff instructions to be followed immediately.

Our staff will conduct regular roll calls. We ask that participants stay with their assigned group at all times and inform staff immediately if they notice someone missing.

During Excursions

We ensure participants have all required belongings including water, sun protection, necessary medications, a charged mobile phone, and their emergency contact card.

We assign a buddy system to ensure everyone's safety. Our staff maintain close supervision, with designated check-in times throughout the day.

We guide participants on respectful filming during excursions, including respecting local people's privacy, being aware of restricted areas, being mindful of other tourists and visitors, and using equipment carefully. We expect public behaviour to reflect well on our academy at all times.

If Separated from the Group

In the unlikely event a participant becomes separated, we have clear protocols. We instruct participants to stay where they are and contact our staff via mobile phone immediately. If possible, they should move to the designated emergency meeting point. If unable to contact our team, they should approach police or official venue staff for assistance and show their emergency contact card.

All participants are provided with an emergency contact card containing essential numbers and meeting points.

Airport Transfers

For participants using our airport transfer service, our staff will meet you at the designated meeting point at Venice Marco Polo Airport. Our team will stay with participants from the meeting point to H-Farm. Please provide accurate flight details and inform us immediately of any delays.

For departure, we will ensure participants are ready at the designated time. Our staff will accompany participants to the airport and wait until check-in is complete. For unaccompanied minors, we will ensure proper handover to airline staff.

EMERGENCY PROCEDURES

Fire Safety

If the fire alarm sounds, all activities must stop immediately. Participants should leave belongings behind and walk quickly and calmly to the nearest exit, following staff instructions to the designated assembly point. Participants should stay with their group and remain at the assembly point until the all-clear is given.

Fire alarms and fire equipment must never be tampered with. Fire exits must not be blocked, and fire doors must not be propped open.

Other Emergencies

For building evacuations, participants should follow staff instructions immediately, walk rather than run, help others if safe to do so, and remain calm and quiet at the assembly point.

In the unlikely event of a security threat requiring lockdown, staff will announce the procedure. Participants should move quickly to the nearest secure room, stay away from windows and doors, remain silent with mobile phones on silent, and follow all staff instructions.

During storms, participants should move indoors immediately and stay away from windows. In extreme heat, activities will be moved to cooler locations with extra water breaks

If witnessing a medical emergency, participants should call for staff immediately, not move the person unless there is immediate danger, stay calm, and not take photos or videos out of respect for privacy.

All participants receive an emergency contact card containing essential numbers and meeting point locations.

SPECIAL ACCOMMODATIONS

Dietary Requirements

We work closely with H-Farm catering to accommodate all dietary requirements including food allergies, intolerances, religious requirements, medical dietary needs, and ethical choices.

Detailed dietary information is collected six weeks before camp in the student dossier. Participants should remind staff of dietary needs at each meal and check with staff before eating if uncertain. Any allergic reactions must be reported immediately.

Whilst we take all reasonable precautions, we cannot guarantee a completely allergen-free environment as cross-contamination may occur. Participants with severe allergies should carry emergency medication at all times.

Special Educational Needs and Disabilities

Imaginarium Film Academy warmly welcomes participants with special educational needs and disabilities. We are committed to making reasonable adjustments to ensure full participation and an enriching experience for every child.

We ask parents to inform us of diagnosed conditions, specific learning needs, successful strategies used at school, accommodations that help their child thrive, sensory sensitivities, and communication preferences. We will work closely with families to understand needs, plan appropriate support, brief all staff on effective strategies, make reasonable adjustments to activities, and maintain regular communication.

H-Farm campus is largely accessible. Please inform us of any mobility requirements, use of wheelchairs or mobility aids, assistance needed for activities, or limitations for excursions, and we will assess accessibility and make appropriate arrangements.

Religious and Cultural Observance

We respect all faiths and cultural backgrounds. Please inform us of prayer times and requirements, religious festivals or observances during camp, dietary requirements, any activities that conflict with beliefs, and dress code requirements. We will make reasonable accommodations for religious observance.

Ongoing Medical Conditions

For participants with ongoing medical conditions such as diabetes, epilepsy, or asthma, a detailed medical care plan from your child's doctor must be provided. Emergency medication must be clearly labelled and accessible. Staff will be fully briefed on the condition and appropriate responses, and regular check-ins will be arranged as needed.

SAFEGUARDING

Neurodiversity and Different Learning Styles

Imaginarium Film Academy is committed to supporting all learning styles and neurotypes. Participants with ADHD, autism, dyslexia, or other learning differences are valued members of our community and bring unique strengths to our creative environment.

We endeavour to create a culture and expectation where participants respect different ways of thinking, learning, and communicating, are patient with processing time and different communication styles, and value different approaches to creative work.

Safeguarding and Wellbeing

All staff are DBS checked and trained in safeguarding. We take the safety and wellbeing of every participant seriously.

If a participant has any concerns about their safety or the safety of others, they should speak to any member of Imaginarium staff immediately. We will always respond with sensitivity and appropriate action.

RESPONDING TO CONCERNS

We hope challenges will be rare, but should they arise, we address them with care and in partnership with families.

For minor infractions, staff will provide a verbal warning and discuss behaviour and expectations, offering the participant an opportunity to correct their behaviour.

For repeated or more serious infractions, we will arrange a meeting with our team, provide a written warning, contact parents, and create a behaviour improvement plan.

For serious or persistent violations, we will arrange a meeting with our Camp Manager, have a phone conversation with parents, and may remove the participant from specific activities or suspend certain privileges temporarily.

In rare cases of severe violations or continued misconduct despite previous interventions, expulsion from the programme may be necessary. This would result in no refund of fees and parents being required to collect their child immediately.

Severe violations that may result in immediate expulsion include violence or threats of violence, serious bullying or harassment, possession of prohibited items, behaviour that endangers self or others, serious damage to property, and repeated violations after previous warnings.

Final decisions on disciplinary matters rest with Imaginarium Film Academy in consultation with H-Farm where appropriate. We approach all situations with fairness and consideration for all involved.

COMMUNICATION WITH FAMILIES

We believe in keeping families well-informed whilst allowing participants to have an authentic camp experience with some independence.

General Updates

General camp updates, photos, and videos are shared via the H-Farm Toddle app, subject to consent. This allows you to see your child enjoying their experience without daily interruptions to camp life.

For residential participants, we send a brief email update mid-week with general information on settling in and participation, providing an opportunity for any questions.

Contact Information

For non-emergency matters, please email academy@imaginarium.tv. We aim to respond within 24 hours during working hours.

A 24-hour emergency number will be provided in your final pre-camp information for serious illness, injury, or urgent safeguarding concerns.

When We Contact You

We will always contact parents for medical emergencies or serious illness, significant injuries requiring medical attention, serious behavioural or disciplinary issues, safeguarding concerns, severe homesickness or emotional distress, and any situation where your child may need early collection.

We may contact parents for moderate illness, minor injuries requiring medical assessment, behavioural concerns that would benefit from parental support, outstanding permissions, or to share exceptional achievements.

We will not routinely contact parents for minor homesickness during the normal adjustment period, small bumps and scrapes treated with basic first aid, minor disagreements between participants that staff have resolved, or day-to-day camp activities.

At Camp's End

All participants receive a certificate of achievement, brief written feedback on their experience, access to photos and videos via the app. We are happy to arrange a phone call if you would like to discuss your child's experience in more detail.

Visits During Camp

To maintain the camp routine and atmosphere, visits from parents and relatives during camp are discouraged. We have found that visits, whilst well-intentioned, can sometimes increase homesickness and disrupt the immersive nature of the experience.

In exceptional circumstances, visits may be arranged in advance via email. These would be limited to designated areas. Formal sign-out procedures must be followed to take the participant off-campus

Early Collection

If your child must leave camp early, we require a minimum of 24 hours notice except in genuine emergencies. A formal sign-out procedure with ID verification will be completed. Please note there is no refund for unused days, and your child must be collected by an authorised adult only.

NEXT STEPS

Six weeks before your child's camp start date, you will receive a comprehensive student dossier requesting:

• Medical information and consent forms

• Dietary requirements and allergies

• Travel details and airport transfer arrangements

• Emergency contacts

• Any special accommodations needed

This dossier ensures we have all the information necessary to provide exceptional care for your child during their time with us.

IN CLOSING

We have created this Code of Conduct with care to ensure a safe, inspiring, and transformative experience for every participant. We recognise that reading through comprehensive guidelines can feel formal, but please know that our approach is one of warmth, understanding, and partnership with families.

Our aim is to provide an environment where your child can explore their creativity, develop new skills, make lasting friendships, and gain confidence in their abilities. We look forward to welcoming your child to Imaginarium Film Academy.

Should you have any questions about this Code of Conduct or any aspect of the camp experience, please do not hesitate to contact us at academy@imaginarium.tv.

ACKNOWLEDGMENT

By enrolling in Imaginarium Film Academy Summer Camp, participants and parents/guardians acknowledge that they have read, understood, and agree to abide by this Code of Conduct.

Imaginarium Academy Ltd, trading as Imaginarium Film Academy

C/O Pearson & Associates, Suite E Canal Wharf, Eshton Road, Gargrave, Skipton, North Yorkshire, England, BD23 3SE

In partnership with H-Farm, H-International School S.r.l.

Via Olivetti 1, 31056, Roncade (TV), Italy

Last updated: 20/01/2026

Reference: IMEX.V.CC.26.1

Karla Wehrle, Data Protection Officer

Imaginarium Academy Ltd

C/O Pearson & Associates, Suite E Canal Wharf, Eshton Road, Gargrave, Skipton, North Yorkshire, England, BD23 3SE

Email: dpo@imaginarium.tv

For general enquiries: academy@imaginarium.tv