Dakoda’s Dance Academy – Booking & Cancellation Policies

Conditions

Changes applied: duplicate sections removed,
72-hour private lesson cancellation policy retained, Birthday Party Terms &
Conditions added, numbering cleaned up.



1.COURSE BOOKINGS

2.FEES

3.PAYMENTS

4.NON-PAYMENTS

5.REFUNDS AND CANCELLATIONS

6.TRIAL CLASSES

7.TERMLY CLASSES

8.SERIOUS MEDICAL CIRCUMSTANCES

9.CANCELLATION POLICY

10-DAY COOLING-OFF PERIOD

11.PRIVATE CLASS CANCELLATIONS – 72 HOURS

·  Cancellation Policy

·  More than 72 Hours' Notice

·  Less than 72 Hours' Notice

·  Missed Sessions or Same-Day Cancellations

12.STAFF AND TEACHERS

13.FIRST AID

14.ILLNESS OR INJURY

15.SUPERVISION WHILST ON SITE

16.BEHAVIOUR

17.EQUAL OPPORTUNITIES

18.PARENTS IN CLASS

19.EMERGENCY CONTACT PROCEDURES

20.FOOD POLICY

21.UNIFORM POLICY (INCLUDING JEWELLERY)

22.ARRIVAL AND DEPARTURE

23.ABSENCE POLICY

24.PHYSICAL CONTACT

25.DISCLOSURES (MEDICAL, SEN, BEHAVIOURAL AND SAFEGUARDING)

26.SPECIAL PRECAUTIONS (COURT ORDERS, FAMILY CIRCUMSTANCES AND SAFETY CONCERNS)

27.LEAVING PREMISES POLICY

28.PERSONAL PROPERTY

29.INSURANCE

30.SCHOOL LIABILITY

31.VARIATIONS TO TERMS

32.CHILD COLLECTION PROCEDURE

33.PHOTOS AND VIDEOS

34.LOCALISED LOCKDOWNS AND PANDEMICS

35.FORCE MAJEURE

36.SINGLE TRIAL CLASS POLICY

37.WATCHING DAYS

38.GROUP CLASSES – ANNUAL MEMBERSHIP FEE

39.WAITING LIST POLICY

40.PRIORITY BOOKING

41.PLACEMENT PRIORITY ON COURSES

42.BIRTHDAY PARTY TERMS AND CONDITIONS

43.SEND AND ADDITIONAL NEEDS

44.WAIVER AND RELEASE OF LIABILITY

Please read these terms and conditions carefully. Upon enrolling into
classes at Dakoda’s Dance Academy (hereafter, “DDA”) a binding contract is
formed and your (or your child’s) attendance at our classes will be strictly
subject to full adherence to these terms and conditions.

Please note that if any parent or student is in material or persistent
breach of any of these terms and conditions, DDA reserves the right immediately
to terminate the contract with you and/or exclude your child from attending
further classes at DDA on a temporary or permanent basis, without further
liability to you.

Membership is open to all subject to the following conditions:

Please read these terms and conditions carefully. Upon enrolling into
classes at Dakoda’s Dance Academy (hereafter, “DDA”) a binding contract is
formed and your (or your child’s) attendance at our classes will be strictly
subject to full adherence to these terms and conditions.

Please note that if any parent or student is in material or persistent
breach of any of these terms and conditions, DDA reserves the right immediately to terminate the contract with you and/or exclude your child from attending further classes at DDA on a temporary or permanent basis, without further
liability to you.

Membership is open to all subject to the following conditions:

Dakoda’s Dance Academy accepts no responsibility for loss or damage of
personal belongings while on the premises.

Dakoda’s Dance Academy accepts no liability for any injuries sustained
whilst participating in a class or on the premises.

Dakoda’s Dance Academy staff must be notified of any changes to the
information provided on the Booking Form.

1. COURSE BOOKINGS

Dakodas Dance Academy does not provide drop-in classes for children and young people

All courses must be booked in advance through www.dakodas.uk

2. FEES

Fees are reviewed periodically and are subject to increase from time to time.

Fees alter each term depending on the number of classes we can offer in that term.

Dakodas Dance Academy operates on a consistent 35-week academic year, split unevenly over three terms.

3.PAYMENTS

Full payment must be received in advance to confirm a place.

For all current students, courses must be
registered in advance. Payment can be made up until the last day of the
previous term to guarantee the place.

If payment for registered places is not
received by this time and the Dakodas office has not been contacted in advance,
the place will be offered to another student using the priority listed above.

It is Dakodas Dance Academy's aim to offer a fixed number of concessionary places per term, subject to availability.

All concessionary places must be paid for in advance of the course to confirm your place.

4. NON-PAYMENTS

Failure to make payment before term starts may result in no place being available.

If this happens, Dakodas Dance Academy will make every attempt to offer an alternative course or arrangement.

If this is not possible, your name will be
added to a waiting list.

5.REFUNDS AND CANCELLATIONS POLICY

When you enrol in a class or camp at Dakodas, you are reserving a place within a limited-capacity programme.

For this reason, fees are generally
non-refundable except where required by law or as outlined below.

6. Trial Classes

We offer one paid trial class per student per class.

Trial fees are non-refundable once the trial has taken place.

7. Termly Classes

Termly classes are sold as fixed programmes with defined start and end dates.

Payment secures your child's place for the full term.

We do not offer refunds, credits or transfers
for:

• Missed classes due to illness, holidays or personal commitments

• Timetable changes made by families

• Withdrawal during the term

This applies whether fees are paid in full or via a monthly payment plan.

If a student joins mid-term, fees are charged on a pro-rata basis for the remaining weeks of that term.

8.Serious Medical Circumstances

In cases of serious injury or medical
circumstances that prevent participation for an extended period, we may, at our
discretion, offer a credit for the unused portion of the term to be applied to
a future term.

Supporting evidence, such as a doctor's note or healthcare professional's letter, will be requested.

Short-term illness or minor injuries are not eligible for credit or refund.

9.CANCELLATION POLICY

If a booking is cancelled before the start of term, a minimum of one week's notice should be given.

Occasionally, some courses may be cancelled due to circumstances beyond Dakodas Dance Academy's control.

The administration team will endeavour to
contact paid customers and will either offer an exchange for the course or, in
rare cases, a full refund.

Dakodas Dance Academy reserves the right to cancel a course if there are fewer than seven participants enrolled.

Every effort will be made to place the student in an alternative course or offer a pro-rata refund where appropriate.

If a single class does not take place due to circumstances beyond our control, Dakodas Dance Academy will treat that class as postponed and will reschedule it.

10.14-DAY COOLING-OFF PERIOD

If your contract with the School was formed entirely by means of distance communication (i.e. by post or electronic
communication) without a face-to-face meeting with a member of staff between
offer and acceptance, you have the right to cancel the contract within 14 days.

The 14-day cancellation period will commence on the day following our receipt of your booking.

To meet the cancellation deadline, you must send your communication concerning your exercise of the right to cancel before the cancellation period has expired.

Any cancellations after this period will incur a £30 administration fee.

11. PRIVATE LESSONS, HOME VISITS, CANCELLATIONS & COMMUNICATION POLICY

To maintain a high standard of teaching and ensure smooth coordination, all cancellations, amendments and communications relating to private lessons must be made directly with the Dakodas office team at info@dakodasdanceacademy.com.

Cancellations made through your teacher are not valid, as teachers do not have access to studio bookings, venue bookings or scheduling systems.

Once a lesson is confirmed, teacher time and, where applicable, studio or venue hire are reserved exclusively for you. These bookings often carry non-refundable costs, and late changes can prevent us from reallocating the session.

Cancellation Policy

More than 28 days' notice

A full refund will be issued.

Less than 28 days' notice but more than 72 hours' notice

Where Dakodas has incurred venue hire costs, these costs will remain payable. Any remaining balance will be refunded or credited.

If no venue hire costs have been incurred, Dakodas reserves the right to offer a full or partial refund at its discretion.

Less than 72 hours' notice

The lesson is non-refundable and will be charged in full.

Missed sessions or same-day cancellations

No refund or credit can be offered.

Home Visit Lessons

Where private lessons are delivered at a student's home or another venue arranged by the client, Dakodas reserves the right to assess the suitability of the teaching environment before and during the provision of lessons.

Parents or guardians may be asked to provide photographs or videos of the proposed teaching space before the first lesson takes place.

The teaching space must be safe, clean, appropriately sized for the activity being undertaken and free from hazards that may place the student or teacher at risk.

Dakodas reserves the right to request reasonable changes to the teaching environment before a lesson can proceed.

Safeguarding and Supervision

For safeguarding purposes, a responsible adult aged 18 or over must remain on the premises throughout any private lesson involving a participant under the age of 18.

Dakodas teachers are not permitted to provide childcare or supervision outside of the booked lesson time.

Teacher Safety and Right to Withdraw

The safety and wellbeing of our teachers is of paramount importance.

Dakodas reserves the right to cancel, postpone or relocate any private lesson if a teacher feels unsafe, uncomfortable or at risk for any reason.

This may include, but is not limited to:

• Concerns regarding the property or surrounding area

• Inappropriate behaviour from any person present at the property

• Safeguarding concerns

• Unsafe teaching conditions

• The presence of individuals whose behaviour causes concern or distress

• Any situation where the teacher reasonably believes their personal safety or wellbeing may be compromised

Teachers will never be required to continue teaching in an environment where they feel unsafe.

Where appropriate, Dakodas may offer the lesson at an alternative venue, online, or with an alternative teacher.

Dakodas reserves the right to refuse future home visits to a particular property or location where concerns have been raised.

Any such decision will be made at the sole discretion of Dakodas and will be treated seriously and confidentially.

12.STAFF AND TEACHERS

All staff, including cover teachers (who may be brought in at short notice), are qualified, experienced and DBS checked.

Volunteer class assistants and trainees on
placements are all DBS checked.

13.FIRST AID

We always have a first aider on site who will provide basic first aid.

By agreeing to these Terms and Conditions, you authorise Dakodas Dance Academy to seek medical services in the case of serious injury or illness if you cannot be contacted.

14.ILLNESS OR INJURY

If your child is injured or becomes ill in
class, we will endeavour to encourage them to continue.

If they are unable to do so, we will contact a parent or guardian and arrange collection.

Parents are asked to keep their children at
home if they have a serious infection or injury.

Please keep your child at home if they:

• Have a fever or have had one within the
previous 24 hours

• Have had an upset stomach or diarrhoea
within the previous 48 hours

• Have heavy nasal discharge

• Have discharging eyes

• Have symptoms of communicable diseases
including measles, chicken pox, German measles, whooping cough, impetigo,
scarlet fever, hand, foot and mouth disease or norovirus

We cannot offer a refund for a lesson missed due to illness.

If your child has a serious injury that
prevents attendance, please inform the management team who will decide, on a
case-by-case basis, how to reallocate any classes your child will be unable to
attend.

A doctor's note will be required for
non-visible injuries.

If your child is injured or becomes ill in class, we will endeavour to
encourage them to continue. If they are unable to, we will call the parents to
collect them.

Parents are asked to keep their children at home if they have a serious infection or injury. Please keep your child at home if they:

Have a fever or has had one in the previous 24 hours

Have had an upset stomach or diarrhoea in the previous 48 hours

Have heavy nasal discharge

Have discharging eyes

Have symptoms of communicable diseases: measles, chicken pox, German measles, whooping cough, impetigo, scarlet fever, hand, foot & mouth, norovirus

We cannot offer a refund for a lesson missed due to illness. If your child
has a serious injury that prevents them from attending, please inform the
management who will decide on a case-by-case basis how to reallocate any
classes your child will not be able to attend. A doctor’s note will be required
for non-visible injuries.

15. SUPERVISION WHILE ON SITE

Students must ensure they obtain permission from a member of staff before leaving a class or activity.

Toilet breaks will be supervised where
appropriate.

Students are supervised whilst participating in classes and activities organised by Dakodas.

16.BEHAVIOUR

Racist, sexist or offensive language and
behaviour will not be tolerated.

Dakodas reserves the right to terminate
membership without notice where behaviour is deemed unacceptable or detrimental to the wellbeing of others.

17.EQUAL OPPORTUNITIES

Dakodas is committed to ensuring its activities are accessible and of value to all, regardless of race, culture, gender,
language, religion, background, ability or disability.

18.PARENTS IN CLASS

Parents may sit in for the first ten minutes if a child is particularly unconfident during their trial class.

Parents are not permitted in lessons unless authorised by Dakodas.

19.EMERGENCY CONTACT PROCEDURES

An emergency contact number is issued at registration for urgent collection issues only.

Parents and guardians must ensure that all emergency contact details remain accurate and up to date.

20.FOOD POLICY

Dakodas operates a nut-aware environment.

Nuts, chewing gum and fizzy drinks are not permitted.

Only light snacks should be brought to classes where refreshments are required.

Parents must notify Dakodas of any allergies or dietary requirements.

21.UNIFORM POLICY (INCLUDING JEWELLERY)

Information regarding the appropriate uniform can be found on the Dakodas website and must be adhered to at all times.

Students must not wear school uniform to
class.

All belongings must be clearly labelled. Lost property may be donated at the end of each term.

Strictly no jewellery, including earrings,
necklaces, bracelets and watches. These will be removed by the teacher for safety reasons. We take no responsibility for any lost items.

Hair must be tied back appropriately. Ballet and Acrobatics/Gymnastics students must wear their hair in a bun unless otherwise instructed.

22.ARRIVAL AND DEPARTURE

Children must arrive on time for classes.

Late arrivals may be refused entry where
disruption to the class would occur.

Children must not be left in reception areas during breaks unless a supervised service has been arranged.

23.ABSENCE POLICY

Parents should notify Dakodas of any planned absence wherever possible.

Repeated unexplained absences may affect a student's eligibility for future courses.

24.PHYSICAL CONTACT

Parents consent to appropriate physical
contact where required for teaching, comfort, safety, first aid, welfare and
safeguarding purposes.

25.DISCLOSURES (MEDICAL, SEN, BEHAVIOURAL AND SAFEGUARDING)

Parents must disclose any medical condition, allergy, special educational need, behavioural concern or safeguarding matter that may affect a student's participation.

Failure to provide relevant information may affect Dakodas' ability to safely support a student.

26.SPECIAL PRECAUTIONS (COURT ORDERS, FAMILY CIRCUMSTANCES AND SAFETY CONCERNS)

Parents must notify Dakodas in writing of any court orders, family circumstances or risks requiring special safety measures.

27.LEAVING PREMISES POLICY

Dakodas will take reasonable precautions to ensure children remain in its care.

However, Dakodas cannot accept responsibility if a child leaves the premises contrary to instructions or agreed collection arrangements.

28.PERSONAL PROPERTY

Students remain responsible for their own
property, including clothing, electronic devices, money and personal
belongings.

Dakodas accepts no responsibility for loss, theft or damage to personal property.

29.INSURANCE

Parents are responsible for arranging
insurance for personal property where appropriate.

30.SCHOOL LIABILITY

Dakodas does not accept responsibility for accidental injury, loss or damage unless caused by negligence on the part of Dakodas or its staff.

31.VARIATIONS TO TERMS

Dakodas reserves the right to amend these Terms and Conditions at any time.

The most recent version shall supersede all previous versions.

32.CHILD COLLECTION PROCEDURE

Parents and guardians are responsible for
collecting children promptly at the end of classes and activities.

If a child is not collected, Dakodas will
attempt to contact the parent, guardian and emergency contacts provided.

Where contact cannot be established and there are safeguarding concerns, Dakodas reserves the right to contact the
appropriate authorities, including the Police or Children's Services where
necessary.

33.PHOTOS AND VIDEOS

Photographs and videos may be taken for
promotional, educational and archival purposes unless parents or guardians have opted out in writing.

34.LOCALISED LOCKDOWNS AND PANDEMICS

Where possible, online classes or alternative provision will replace in-person classes.

Refunds will not normally be offered where suitable alternative provision has been provided.

35.FORCE MAJEURE

Dakodas shall not be liable for any failure or delay in performing its obligations due to circumstances beyond its reasonable
control, including but not limited to natural disasters, war, riots, pandemics,
strikes, utility failures or government restrictions.

36.SINGLE TRIAL CLASS POLICY

The first two classes are considered a trial period.

If a student decides not to continue,
notification must be received before the third class.

No refund will be available once the second class has taken place and no notification has been received.

37.WATCHING DAYS

Parents may be invited to observe classes on designated Watching Days.

Attendance may be restricted to ensure the safety, wellbeing and concentration of students.

38.GROUP CLASSES – ANNUAL MEMBERSHIP FEE

All group classes are subject to an annual
membership fee.

Membership fees are non-refundable.

39.WAITING LIST POLICY

Members on the waiting list will be contacted in order.

If a member is unavailable, no message will be left.

The next member will be contacted and the first to respond will be offered the available place.

40.PRIORITY BOOKING

A two-week priority booking period for current students takes place before general booking opens.

If students have not registered within this
period, Dakodas will attempt to make contact once before offering the place to
another student.

41.PLACEMENT PRIORITY ON COURSES

42. BIRTHDAY PARTY TERMS AND CONDITIONS

Dakodas offers birthday party packages at selected venues or at a venue provided by the client.

Party packages are typically two hours in duration and may include dance, acrobatics, gymnastics, games and other age-appropriate activities.

Party Structure

A typical party consists of:

• Approximately 60 minutes of dance, acrobatics, gymnastics or another agreed activity

• Approximately 20–30 minutes for food and refreshments

• Approximately 30 minutes of games and celebrations

The exact format may vary depending on the age of participants, venue requirements and the agreed package.

Dakodas reserves the right to adapt activities where venue limitations, safety considerations or participant needs make this necessary.

Party Packages

Dakodas offers a range of birthday party packages.

Package details, venue options, inclusions and pricing may change from time to time and will be confirmed at the time of booking.

Your Venue Package

Where the client provides the venue:

• The client is responsible for arranging and paying for the venue

• The venue must be suitable for the planned activities

• The venue must provide adequate space for dance, acrobatics or other agreed activities

• Dakodas may request photographs, dimensions or further details of the venue prior to the event

• Dakodas cannot guarantee that all advertised activities can be delivered at every venue

Dakodas Venue Packages

Where a Dakodas venue is booked:

• Venue hire will be provided by Dakodas

• Tables and chairs will be provided where available

• Reception support may be provided where available

• Room allocations and layouts will be determined by Dakodas based on availability and operational requirements

Venue Suitability

Where a client provides their own venue, Dakodas reserves the right to assess whether the venue is suitable for the activities being booked.

Where a venue is considered unsuitable, unsafe, overcrowded or otherwise inappropriate for the planned activities, Dakodas reserves the right to:

• Adapt the activities provided

• Modify the party format

• Restrict certain activities

• Recommend an alternative venue

The decision of Dakodas regarding venue suitability shall be final.

Venue Access, Setup and Pack Down

Clients may be permitted access to the venue for up to 30 minutes before the party start time for setup, subject to venue availability.

Where another booking is taking place before the party, setup time may not be available. In these circumstances, Dakodas may permit party items to be dropped off in advance where practical and agreed.

Clients may remain at the venue for up to 30 minutes after the party end time for clearing and packing away.

Additional setup or pack-down time must be agreed in advance and may incur additional venue hire and staffing charges.

Dakodas reserves the right to charge additional fees where clients arrive early, exceed the agreed setup or pack-down period, or cause delays to subsequent bookings.

Deliveries and Vendors

All decorations, cakes, food, party bags and external suppliers are the responsibility of the client.

Delivery times must be agreed in advance with Dakodas.

Dakodas cannot guarantee access to venues outside the agreed booking period.

Items may not be delivered the day before an event unless expressly agreed in writing.

Food and Refreshments

Dakodas does not provide food, birthday cake, party bags, cutlery, plates, cups or catering services unless specifically agreed in writing.

Clients are welcome to provide their own food and refreshments.

Food and drinks must remain within designated eating areas.

Food and drinks are not permitted in carpeted studios or activity spaces.

Hot food and takeaway deliveries are permitted unless restricted by the venue.

Parents and guests who fail to comply with food restrictions may be asked to remove food from restricted areas.

Decorations and Special Effects

Clients are welcome to bring their own decorations and music.

The following are not permitted at Dakodas venues:

• Glitter

• Confetti

• Confetti balloons

• Party poppers

• Smoke machines

• Bubble machines

• Sparklers

• Any item that may damage the venue or create excessive cleaning requirements

Dakodas reserves the right to remove prohibited items from use during the event.

Supervision and Responsibility

Parents and guardians remain responsible for supervising children during arrival, departure, food breaks and any periods where children are not actively participating in organised activities.

Where a client chooses their own venue, parents and guardians may be required to assist with supervision outside of the activity area.

Children should remain within designated activity areas unless accompanied by a responsible adult.

Maximum Numbers

Maximum participant numbers will be confirmed at the time of booking and may vary depending on venue capacity, participant ages and activity type.

Party prices are based on the agreed number of participants.

If attendance significantly exceeds the agreed numbers, Dakodas reserves the right to adapt activities, restrict participation or charge additional fees where additional staffing becomes necessary.

Behaviour and Safety

Dakodas reserves the right to remove a participant from an activity if their behaviour presents a risk to themselves, other participants, guests or staff.

Dakodas reserves the right to end an activity or terminate a party where the behaviour of a parent, guardian or guest is threatening, abusive, inappropriate or creates a safeguarding concern.

No refund will be due where an event is terminated due to unacceptable behaviour.

Cancellation Policy

A 50% deposit is required to secure a booking.

The remaining balance must be paid no later than seven days before the event.

More than 28 days before the event

A full refund will be issued.

Less than 28 days before the event

Venue hire costs remain payable in full as these costs cannot normally be recovered.

Any refund due will be calculated after venue hire costs have been deducted.

Less than 14 days before the event

Staffing costs may also become payable and any refund will be calculated after deduction of both venue and staffing costs already incurred.

Dakodas reserves the right to determine any refund based on actual costs incurred at the time of cancellation.

Changes to Party Dates

Requests to transfer a party to an alternative date must be made directly to Dakodas.

Any request to move a booking is subject to venue availability, staffing availability and approval by Dakodas.

Dakodas will make every reasonable effort to accommodate date changes but cannot guarantee availability.

Teacher Illness and Force Majeure

If a teacher becomes unavailable due to illness or circumstances beyond Dakodas' control, Dakodas will make every reasonable effort to provide a suitable replacement teacher.

Where a replacement cannot be provided, Dakodas may offer an alternative date, credit or refund as appropriate.

Liability

Participation in birthday party activities is subject to all liability, safeguarding, health and safety and behaviour provisions contained within these Terms and Conditions.

By confirming a booking, the client acknowledges and accepts these Birthday Party Terms and Conditions.

43.SEND AND ADDITIONAL NEEDS

Dakodas Dance Academy considers applications for children with additional needs on a case-by-case basis and will make reasonable adjustments where safe and practicable.

As a non-Ofsted-registered activity provider, we must ensure that all children can be safely supervised by Dakodas staff alone.

Therefore:

• Parents, carers and supporting adults are not permitted to remain in the studio

• We cannot provide 1:1 support, personal care or specialist SEND provision

• We can only accept children who can
participate safely and independently within a group setting

• Families must disclose all additional needs prior to booking so that an assessment can be made

44. WAIVER AND RELEASE OF LIABILITY

Assumption of Risk

By enrolling yourself or your child in classes, workshops, camps, private lessons, birthday parties or any activity provided by Dakodas Dance Academy, you acknowledge that participation in dance, performing
arts, acrobatics, gymnastics and physical activities involves inherent risks of
injury.

Participation is undertaken voluntarily and at the participant's own risk.

Medical Fitness

Parents and guardians confirm that they have disclosed any relevant medical conditions, injuries, allergies, additional
needs or circumstances that may affect participation.

Parents and guardians are responsible for
ensuring that participants are medically fit to take part in activities
provided by Dakodas.

Release of Liability

Dakodas Dance Academy shall not be liable for any injury, loss, damage or expense arising from participation in its
activities, except where such liability arises as a result of negligence by
Dakodas Dance Academy or where liability cannot legally be excluded.

Supervision

Parents and guardians remain responsible for supervising children before the start of classes and immediately after classes
have finished unless otherwise agreed in writing.

Photography Consent

Photographs and videos may be taken for
promotional, educational and archival purposes unless consent has been
withdrawn in writing.

Parents and guardians who do not wish their child to appear in photographs or videos must notify Dakodas in writing.

Amendments

Dakodas Dance Academy reserves the right to amend its policies, procedures and Terms and Conditions at any time.

Continued
participation in classes, courses or activities shall constitute acceptance of
the most recent version of these Terms and Conditions.