Terms and Conditions
VICKY ROBINSON DANCE COMPANY LIMITEDTERMS & CONDITIONS
By registering yourself or your child with Vicky Robinson Dance Company Limited (“VRDC”), you agree to the following Terms & Conditions.
1. Membership & Registration
All students must be registered through the VRDC booking system, Class Manager, before attending classes.
Parents/carers are responsible for ensuring all registration details, medical information and emergency contact details are accurate and kept up to date. Any changes must be reported to VRDC as soon as possible.
2. Payments
All fees are payable via Class Manager, VRDC’s online booking and payment system.
Class fees are calculated across the full academic year (September to August) and divided into 12 equal monthly payments. Monthly payments are not based on the number of classes taking place within any individual month.
Payments are collected automatically via Class Manager on the 1st of each month.
It is the responsibility of the parent/carer to ensure sufficient funds are available for collection.
Failure to make payment may result in suspension from classes, removal from performances, examinations or events, or loss of the student’s place within a class.
VRDC reserves the right to recover any outstanding fees owed.
3. Notice Period & Cancellation
A minimum of one full calendar month’s written notice is required to cancel membership.
Notice must be submitted in writing by email and will take effect from the date it is received by VRDC.
Students are welcome to continue attending classes throughout their notice period.
Class fees are calculated across the full academic year (September to August) and divided into 12 equal monthly payments. As a result, the final month’s payment remains due during the notice period regardless of attendance.
Failure to attend classes during the notice period does not remove the obligation to pay the final month’s fees.
Monthly fees are non-refundable.
Once the notice period has ended and all outstanding fees have been paid, the student’s membership and Class Manager account will be closed.
VRDC reserves the right to refuse future bookings where outstanding fees remain unpaid.
4. Missed Classes & Refunds
No refunds, credits or reductions in fees will be given for holidays, school trips, family commitments, illness, injury, personal choice not to attend or missed classes for any other reason.
In exceptional circumstances involving long-term illness or injury, refunds or credits may be considered at the discretion of VRDC.
Holiday camps, workshops, events and special activities are non-refundable.
5. Class Cancellations
Occasionally classes may need to be cancelled due to circumstances beyond our control, including but not limited to severe weather, venue closures, staff illness, utility failures, government restrictions, emergencies or other unforeseen circumstances.
Where possible, VRDC will endeavour to provide an alternative class, reschedule the session or offer a suitable replacement.
Whilst every effort will be made to replace cancelled classes, this may not always be possible.
6. Attendance
Regular attendance is important to ensure students progress safely and confidently.
Students should arrive promptly for classes and be collected on time.
Persistent lateness or poor attendance may affect participation in examinations, performances, shows and special events.
7. Parent Observation Policy
To ensure classes remain focused, productive and free from distractions, parents, carers and spectators are not permitted to observe regular classes unless specifically invited by VRDC.
From time to time, VRDC may hold open classes, demonstrations, performances or special events which provide opportunities for parents and families to see students perform and celebrate their progress.
Separate arrangements may apply for Tiny Dancers or parent participation classes.
8. Safeguarding & Child Collection
VRDC is committed to providing a safe environment for all students.
Children must not leave classes or venues without permission from a member of staff.
Parents/carers are responsible for ensuring children are collected promptly at the end of classes and events.
For performances, examinations, rehearsals and special events, additional safeguarding procedures may apply and will be communicated separately.
9. Backstage & Restricted Areas
For safeguarding reasons, parents, carers, family members and spectators are not permitted access to dressing rooms, backstage areas, rehearsal spaces or other restricted areas unless specifically authorised by VRDC and wearing official VRDC accreditation.
Anyone found in restricted areas without authorisation may be asked to leave immediately.
All parents, carers and visitors are expected to comply with safeguarding procedures implemented by VRDC at classes, rehearsals, examinations, performances and events.
Failure to comply may result in removal from the venue and/or exclusion from future VRDC events.
10. Behaviour & Conduct
All students, parents, carers, staff, volunteers and visitors are expected to behave respectfully at all times.
The following will not be tolerated:
• Bullying
• Harassment
• Aggressive or abusive behaviour
• Threatening behaviour
• Discriminatory language or actions
• Defamatory comments online or offline
• Conduct that brings VRDC into disrepute
VRDC reserves the right to suspend or terminate membership immediately where behaviour is deemed unacceptable.
No refunds will be given in such circumstances.
11. Complaints Procedure
Vicky Robinson Dance Company Limited is committed to providing a positive experience for all students and families. If a parent, carer or student has a concern or complaint, we ask that it is raised directly with VRDC as soon as possible so that we have the opportunity to investigate and resolve the matter fairly.
Complaints should be submitted in writing via email and should include as much relevant information as possible.
VRDC will endeavour to acknowledge complaints within a reasonable timeframe and work towards a resolution.
Parents, carers and students are expected to follow the appropriate complaints procedure and communicate respectfully at all times.
The publication of false, misleading, defamatory or malicious statements about VRDC, its staff, volunteers, students or families on social media, review platforms or any public forum may be treated as a breach of these Terms & Conditions.
VRDC reserves the right to terminate membership where conduct is deemed to be harmful to the reputation, operation or welfare of the school, its staff or its members.
Nothing within this policy affects an individual’s legal rights.
12. Uniform & Dress Code
Students must wear suitable clothing and footwear appropriate for their class.
VRDC branded uniform is encouraged and may be required for examinations, performances, shows and special events.
Hair must be secured appropriately and jewellery should not be worn unless approved by a member of staff.
Students may be refused participation where clothing or footwear presents a safety risk.
13. Medical Information
Parents/carers must inform VRDC of any medical conditions, allergies, injuries, additional needs or changes to health circumstances.
Students should not attend classes if suffering from a contagious illness.
VRDC reserves the right to refuse participation if a student’s health, welfare or safety may be compromised.
14. Examinations
VRDC offers optional IDTA examinations and assessments.
Examination entries and fees are non-refundable once submitted to the examining body.
Examination dates, fees and requirements will be communicated separately.
15. Shows, Performances & Events
VRDC may offer students opportunities to participate in annual shows, performances, demonstrations, examinations and special events.
Participation in these events is voluntary unless otherwise stated.
Students participating in performances must attend any compulsory rehearsals associated with that event.
Parents are responsible for ensuring students arrive on time and are collected as instructed.
Show fees, rehearsal fees and participation fees are non-refundable once committed to, as costs are incurred in advance by VRDC.
16. Costumes
VRDC may supply costumes, props or accessories for performances and events.
Parents may also be required to provide specified items such as shoes, leggings, socks, base layers, hair accessories and additional costume items.
Costumes supplied by VRDC remain the property of VRDC unless otherwise stated.
Lost or damaged hired costumes may be charged for.
17. Fundraising & Costume Contributions
VRDC may organise fundraising activities throughout the year to help support the cost of costumes, performances, productions and special events.
Participation in fundraising activities is entirely voluntary.
Families who choose to participate in fundraising activities may use the funds raised to help contribute towards costume costs and other performance-related expenses.
Families who choose not to participate in fundraising activities will be responsible for paying any applicable costume contributions or costume fees requested by VRDC.
Fundraising contributions are non-refundable and do not guarantee participation in any event, performance or production.
VRDC reserves the right to determine costume contributions, fundraising arrangements and payment deadlines each year.
18. Photography, Videography & Social Media
Photographs and videos may be taken during classes, performances, events and activities for promotional and marketing purposes, unless consent has been declined during registration.
Parents, carers and spectators must comply with any photography or filming restrictions imposed by VRDC or the venue.
At certain performances and events, filming or photography by audience members may be prohibited for safeguarding reasons.
19. Tickets & Event Bookings
Tickets for performances, shows, workshops, holiday camps and special events are non-refundable and non-transferable except where required by law.
This includes show tickets purchased through VRDC’s ticketing provider. By purchasing tickets, customers agree to the ticketing terms displayed at the point of sale.
Parents and customers are responsible for checking all event details before making a purchase.
VRDC cannot accept responsibility for tickets purchased incorrectly.
20. Communication
VRDC communicates important information via Class Manager, WhatsApp Communities, class WhatsApp groups, email and social media.
It is the responsibility of parents/carers to ensure they are members of the relevant communication groups and to read all information provided.
VRDC cannot accept responsibility for information missed where it has been communicated through official channels.
21. Liability
Whilst every reasonable care will be taken, participation in dance, cheerleading, acro and related activities carries an inherent risk of injury.
VRDC accepts no responsibility for injury, loss or damage to personal property except where caused by negligence on the part of VRDC.
Participation in classes and activities is undertaken at the student’s own risk.
22. Changes to Terms & Conditions
VRDC reserves the right to amend these Terms & Conditions at any time.
The most current version of these Terms & Conditions will be available via Class Manager and VRDC communication channels.
23. Acceptance of Terms & Conditions
By registering for classes through Class Manager, the parent/carer or student (where applicable) confirms that they have read, understood and agree to abide by these Terms & Conditions.
Registration cannot be completed without actively confirming acceptance of these Terms & Conditions via the Class Manager booking system.
Acceptance of these Terms & Conditions forms part of the agreement between the parent/carer and Vicky Robinson Dance Company Limited.
It is the responsibility of the parent/carer to ensure they remain familiar with the current Terms & Conditions and any future updates communicated by VRDC.
By ticking the acceptance box during registration on Class Manager, you confirm that you have read, understood and agree to these Terms & Conditions.