TERMS & CONDITIONS FOR MUSIC LESSONS AT BRING THE NOISE MUSIC ACADEMY
AS OF TERM 1 & 2, 2024/2025
The following Terms and Conditions apply to all session agreements made between Bring The Noise Music Academy, its musicians, and the parents/caregivers of "the musician" (meaning student). This document also includes references to Bring The Noise (BTN).
The Terms and Conditions described below may seem strict, but they have been designed to be as fair as possible for both clients and providers. As BTN is a social enterprise operating with minimal margins, these policies are in place to ensure sustainability. They reflect the necessity of protecting BTN from financial losses caused by non-payment for services rendered. BTN approaches each individual case in good faith and expects the same in return. Some policies may favor BTN, while others favor the parent/caregiver and musician.
1. TERM DATES
1a. Session weeks at BTN generally align with the British Columbia educational school terms; however, there may be occasional differences. BTN will provide these dates well in advance.
1b. It is the responsibility of the musician and caregivers to be aware of the first and last dates of the academic year at BTN.
2. COMMUNICATIONS
2a. All correspondence is sent to the musician/caregivers through Opus1 software, email, or phone. If this causes an issue, please notify Zac Gauthier at hello@btnma.com.
2b. It is the responsibility of the musician/caregivers to inform BTN of any changes to their contact details. BTN will not be held responsible for missed communications, overdue payments, or missed sessions due to incorrect contact information.
3. TIMETABLING OF SESSIONS
3a. Musicians/caregivers will be informed of the session day, time, and start date before their first session via Opus1, phone, in person, or email. BTN aims to confirm all session details by email but does not guarantee this if sufficient confirmation has been provided by other means.
3b. If session times or days need to be changed, BTN will notify the musician/caregivers as far in advance as possible.
4. ATTENDANCE & ABSENCES
Session times are standing appointments. A musician’s session time is reserved for them and their group each week, and it is their responsibility to attend.
Parents/guardians should commit to a session time that suits their schedule. However, tuition covers more than just the time spent in a session, should a musician miss a scheduled session.
4a. Group Sessions
4.a.i. No make-up sessions or credits will be provided for individual absences from group sessions at BTN. This applies regardless of notice given. Custom assignments will be provided for home practice in the event of an absence.
4.a.ii. If a BTN coach is unable to run a session due to illness or mechanical failure, BTN will arrange for either a substitute coach or a rescheduled session at a mutually convenient time. Families will be notified as soon as possible.
4.a.iii. If a musician cannot attend a session due to illness or another reason, the coach will provide materials for home practice.
4b. Credit for Missed Sessions
4.b.i. Customer credit may be granted at the discretion of BTN management for missed sessions but is not transferable for cash and will typically be applied to the next month's fees.
4.b.ii. If BTN cancels sessions due to unforeseen circumstances, customer credit may be granted at BTN management’s discretion.
4.c. If a musician is absent for more than three weeks due to medical reasons, a credit may be given at the discretion of BTN management.
5. DURATION OF THE SESSION AGREEMENT
5a. The session agreement between BTN and the musician is ongoing and continues into each new month.
5b. Musicians are billed monthly until a cancellation notice is received (see Section 6).
6. CANCELLING THE SESSION AGREEMENT
6a. Musicians wishing to cancel their session agreement must provide formal notice to BTN management at least two weeks before their intended last session. It is recommended that musicians complete the term before canceling.
6b. Verbal notice given to a coach is not considered sufficient and must be confirmed in writing to the BTN main office.
6c. Exceptions on medical grounds may be made at the discretion of BTN management.
6d. No refunds or credits will be given for cancellations made during a fixed-length program.
6e. If BTN cancels a session agreement, it will endeavor to provide two weeks' notice. Any prepaid sessions beyond the cancellation date will be credited to the musician's account.
6f. If BTN cancels a session agreement due to property damage or harassment of staff by the musician, cancellation may occur without notice, and no credit or refund will be provided.
7. PAYMENTS
7a. BTN operates on an automated monthly subscription model.
7b. If automated payment is not possible, cash payments must be made in person on the 1st of each month.
8. TUITION FEES & ACCOUNTING
8a. Tuition fees are billed automatically each month.
8a.i. A yearly, non-refundable $50.00 registration fee per musician is required before starting sessions.
8b. Full payment must be received before the start of each term.
8c. Late payment penalties will apply as outlined below.
9. PENALTIES
9a. Overdue accounts will incur a $25 penalty after 28 days and an additional $15 penalty for every 14-day period thereafter.
9b. BTN reserves the right to suspend musicians from sessions if fees remain unpaid.
9c. Accounts overdue by 30 days may be referred to a debt collection agency, with all associated costs added to the outstanding balance.
10. PHOTOGRAPHY & FILMING
10a. BTN may use film or photos of musicians for promotional purposes.
10b. Written notice must be provided if a musician does not consent to the use of their images.
11. CHANGES TO TERMS & CONDITIONS
11a. BTN reserves the right to update these terms and conditions at any time without prior notice. The latest version will always be available on BTN’s website.
12. PERFORMANCES
12a. Recitals and performances offer musicians a sense of accomplishment and are an essential part of learning.
12b. These events are meant to be positive and enjoyable experiences for families and students.
12c. Recitals are typically held in June, with advance notice provided.
13. CONTACT DETAILS
General inquiries: hello@btnma.com
Address: 1265 Ellis St, Kelowna, BC
FAQ
Q: What if the weather is severe? A: In the event of impassable snow or ice, the coach will provide a custom home assignment instead of a lesson. No make-up sessions will be provided.
Q: How much should my child practice? A: A consistent weekly practice is expected to ensure individual and group progress.
Q: What does my tuition cover? A: Tuition secures your weekly session time slot and membership, covering session planning, supplies, software, instrument maintenance, recitals, community events, and more.
These policies are designed to ensure a smooth experience for all BTN families. Thank you for being a part of Bring The Noise Music Academy!