THE STAGE & SCREEN ACADEMY
TERMS & CONDITIONS
These Terms & Conditions set out the agreement between The Stage & Screen Academy (“the Academy”) and the parent or guardian of each student.
They are designed to ensure that the Academy can operate safely, fairly and sustainably, while providing a positive environment for our students, families and staff.
By enrolling your child and attending the Academy, you agree to these Terms & Conditions.
1. Membership & Fees
1.1 Membership fees are charged monthly from September to July and are payable by Direct Debit on the 1st of each month.
1.2 A valid Direct Debit mandate must be set up and maintained as a condition of membership.
1.3 Membership is charged monthly and not on a weekly, session-by-session or attendance basis. The full monthly fee remains payable regardless of the number of sessions attended by the student that month.
1.4 If payment is not received when due, the student may be unable to attend classes until the account has been brought up to date.
1.5 Failed payments will automatically be retried. A late-payment fee may apply.
1.6 Repeated failed or late payments may result in suspension or termination of membership.
1.7 Cancelling a Direct Debit does not constitute notice of cancellation and does not remove the obligation to pay any fees due during the notice period.
1.8 Membership fees are non-refundable except where the Academy is unable to provide the scheduled sessions or an appropriate replacement/catch-up session.
2. Trials & Joining the Academy
2.1 Trials must be paid for in advance.
2.2 Once a trial has been paid for, the trial fee is non-refundable and non-transferable, including where the student does not attend the booked trial.
2.3 Following the trial session, parents/guardians have 48 hours from the end of the session to notify the Academy by email if they do not wish to continue to membership.
2.4 If cancellation is received by email within this 48-hour period, no further membership payments will be taken.
2.5 If no cancellation is received within the 48-hour period, the student will automatically continue to membership and the applicable membership payment will be collected by Direct Debit.
2.6 A trial does not guarantee an ongoing place at the Academy.
3. Cancellation of Membership
3.1 Membership requires one full calendar month’s notice to cancel.
3.2 Notice must be given in writing by email. The notice period begins when the Academy receives the cancellation email.
3.3 The calendar month following receipt of notice will be the final paid month of membership.
For example, if notice is received at any point during January, February’s membership fee remains payable and membership will end at the end of February.
3.4 Monthly membership payments cannot be split or partially refunded because a student stops attending partway through a month.
3.5 Cancelling a Direct Debit without providing the required written notice does not cancel any outstanding payment obligation.
4. Missed Sessions, Academy Cancellations & Refunds
4.1 Membership fees reserve the student’s place within the Academy and are not dependent upon their attendance at individual sessions.
4.2 Refunds, credits or replacement sessions are not available where a student misses a class because of illness, holidays, conflicting commitments or a decision by the student or parent/guardian not to attend.
4.3 If the Academy has to cancel a session, we will normally arrange a replacement or catch-up session.
4.4 Where the Academy is unable to run the scheduled session or provide an appropriate replacement/catch-up session, the Academy will arrange an appropriate refund or credit.
4.5 Where circumstances outside the Academy’s reasonable control prevent normal face-to-face classes from taking place, the Academy may make reasonable changes to how sessions are delivered.
5. Attendance & Commitment
5.1 Regular attendance is an important condition of membership, particularly because students work together towards performances and productions throughout the year.
5.2 The Academy year normally consists of approximately 40 scheduled sessions for attendance purposes.
5.3 Each day of the annual summer show weekend, during which students attend from 9:00am to 4:00pm, is counted as two sessions for attendance purposes.
5.4 Students should not reach 8 absences during an Academy year. Absence allowances are intended primarily to accommodate genuine circumstances such as illness.
5.5 The Academy will normally contact parents/guardians with an attendance warning when a student reaches 5 absences.
5.6 Continued absence may affect the student’s ability to participate fully in productions. This may include being removed from particular numbers, having a role altered or being recast.
5.7 Where a student reaches 8 absences, the Academy may terminate their membership.
5.8 The Academy may make casting or participation changes before this point where absences are significantly affecting rehearsals, the student’s ability to perform their role, or the progress of the wider group.
5.9 Students and parents/guardians are expected to support learning at home where appropriate, including practising lines, songs and dances.
6. Behaviour & Respect
6.1 Students, parents/guardians and their guests must treat other students, families, teachers, chaperones, crew and other Academy staff with respect and consideration.
6.2 Bullying, harassment, abusive, threatening, aggressive or otherwise inappropriate behaviour will not be tolerated.
6.3 Parents/guardians are welcome to raise reasonable concerns or provide constructive feedback. However, repeated hostile, abusive or unreasonable communications or behaviour towards staff may result in termination of membership.
6.4 Students must follow reasonable instructions given by teachers, chaperones, crew and other authorised members of the Academy team.
6.5 Teachers may remove a student from a class where their behaviour is jeopardising the safety, wellbeing, enjoyment or educational experience of themselves or others.
6.6 Serious or repeated breaches of these Terms & Conditions may result in suspension or termination of membership.
7. Arrival, Collection & Student Safety
7.1 Students should arrive in good time for their class. Students arriving more than 10 minutes late may be refused entry where their late arrival would disrupt the session.
7.2 All primary-school-aged students must be collected from the hall by a responsible adult at the end of their session.
7.3 Secondary-school-aged students may leave independently only where the parent/guardian has given permission through the Academy’s release form or by email.
7.4 Where permission to leave independently has been provided, the Academy’s responsibility for the student ends when they leave the Academy session.
7.5 Parents/guardians collecting students should arrive at least 5 minutes before the scheduled end of class.
7.6 If a child who requires collection has not been collected, the Academy will continue attempting to contact their parent/guardian and will remain with the child.
7.7 The Academy recognises that occasional unavoidable delays happen. However, parents/guardians are responsible for arranging prompt collection.
7.8 Where collection is more than 15 minutes late, the Academy reserves the right to charge a childcare fee of £20 per hour, calculated from the scheduled end of the student’s session.
For example, where a session finishes at 12:30pm and a student is collected at 1:00pm, a £10 childcare fee may be charged.
7.9 Repeated late collection, including more than three instances, may result in termination of membership.
7.10 Parents/guardians should contact the Academy as soon as possible if an unavoidable delay means they will be late collecting their child.
8. Classes, Teachers, Venue & Term Dates
8.1 The Academy reserves the right to make reasonable changes to class timetables, teachers, teaching arrangements and venues where necessary.
8.2 Term dates may occasionally need to change. Any changes will be communicated to families.
8.3 Where a change prevents the Academy from providing a scheduled session, the provisions relating to Academy cancellations in Section 4 will apply.
8.4 Performing arts classes can be fast-paced and require students to listen to instructions, work collaboratively and respect teachers and other students. Parents/guardians should consider whether this environment is suitable for their child.
9. Annual Productions, Show Fee & Casting
9.1 Participation in the Academy includes working towards an annual summer production.
9.2 The annual Show Fee is separate from monthly membership fees. The current Show Fee is communicated on the Academy website and during the joining process.
9.3 The Show Fee is normally payable on 1 August.
9.4 The Show Fee is a contribution towards the overall cost of staging the Academy’s annual production, including costs such as costumes, props and set.
9.5 Show Fees are pooled into the overall production budget and are not a payment for particular costumes, props or other items allocated to an individual student.
9.6 Costumes, props, set and other production items purchased or provided by the Academy remain the property of The Stage & Screen Academy.
9.7 Where a student joins after the normal Show Fee payment date, any role offered to them is not confirmed until their applicable Show Fee has been paid.
9.8 Show Fees are non-refundable once paid, including where a student subsequently leaves the Academy or does not complete the production.
9.9 If a student leaves after being cast in a production, any Academy script issued to them must be returned by post within one week so that it can be provided to the person covering or taking over their role.
Casting & Creative Decisions
9.10 All casting and creative decisions are made at the discretion of the Academy’s creative team.
9.11 Membership does not guarantee any particular role, number of lines, solo, featured dance position, amount of stage time or other performance opportunity.
9.12 The creative team reserves the right to make changes to casting, roles, costumes, choreography, dances, staging, songs and any other aspect of a production where it considers this appropriate.
9.13 Roles may be changed or recast where necessary, including because of attendance, preparation, behaviour or the needs of the production.
9.14 The creative team is not required to justify its creative decisions, although constructive feedback on auditions, progress and performance can be provided where appropriate.
Show Weekend & Rehearsals
9.15 The annual summer show dates are published on the Academy website each year.
9.16 Availability for both days of the published summer show weekend is a condition of membership. Parents/guardians must ensure that their child is available for both dates.
9.17 Students are also strongly expected to attend dress rehearsals and July show runs because these are important to the safety, preparation and success of the production.
9.18 On show days, all students, regardless of age, must remain at the theatre from 9:00am until 4:00pm unless the Academy has specifically instructed otherwise.
9.19 The usual permission for secondary-school-aged students to leave independently does not apply during show days.
9.20 Students must remain under the supervision of the Academy’s chaperone team and must follow all instructions given by chaperones, teachers and crew.
9.21 Students must remain in the appropriate supervised areas of the theatre. When they are not performing, waiting in the wings, using the toilets or attending the designated lunch break, students must remain in their allocated changing room or other area designated by their chaperone.
9.22 During the designated lunch break, students may use the canteen or other designated area under chaperone supervision.
9.23 Students must not leave the theatre building, wander around corridors or other unauthorised areas, or separate themselves from their allocated group or chaperone.
9.24 Students must remain within the supervision and line of sight of their chaperone except when legitimately performing, waiting in the wings or using the toilet.
9.25 Phones must remain away throughout show days. Students must not use phones to film TikToks, make other social-media content, take unauthorised photographs or videos, or otherwise use their phones during the show day.
9.26 Performers must treat chaperones, crew, teachers and other performers with respect and follow their instructions. Failure to follow show-day safety or behaviour requirements may result in the student being removed from part or all of the production.
10. Optional Events, Awards, Parties & Festivals
10.1 From time to time, The Stage & Screen Academy may invite students and families to attend optional events outside normal Academy classes and productions. These may include award ceremonies, social parties and festivals.
10.2 Attendance at these events is optional and does not form part of a student’s regular Academy membership.
Award Ceremonies
10.3 Students under the age of 18 attending an award ceremony must be accompanied by a responsible adult.
10.4 The Stage & Screen Academy does not provide supervision or chaperoning for students at award ceremonies. Students remain under the care and supervision of their accompanying responsible adult throughout the event.
Academy Social Parties
10.5 For optional Academy social parties, students aged 15 and under must attend with and remain under the supervision of a responsible adult.
10.6 Students aged 16 or 17 may attend an optional Academy social party without a responsible adult only where their parent/guardian has provided written permission by email in advance. Students aged 18 may attend independently.
10.7 By providing permission for a 16 or 17-year-old to attend without an accompanying adult, the parent/guardian acknowledges that The Stage & Screen Academy is not taking responsibility for supervising or chaperoning the young person during the event.
10.8 Academy staff attending a social event may be present socially or in an organisational capacity but should not be considered responsible adults or chaperones for individual students.
10.9 Some event venues may contain a licensed bar or otherwise serve alcohol. No person under the age of 18 may purchase or consume alcohol at an Academy social event.
Festivals
10.10 Where students participate in or attend festivals with The Stage & Screen Academy, parents/guardians remain responsible for the supervision and care of their own children throughout the event.
10.11 The Academy does not provide general childcare or chaperoning at festivals. Each child’s parent/guardian or accompanying responsible adult acts as their chaperone and is responsible for knowing their child’s whereabouts and supervising them appropriately.
10.12 Students remain under their parent/guardian’s or accompanying adult’s care throughout the festival, including during periods when they are not actively performing.
10.13 Parents/guardians should not assume that Academy teachers or staff are supervising their child simply because Academy staff are present at the event.
10.14 Any event-specific instructions relating to meeting points, performance times, costumes or preparation must still be followed.
11. Uniform, Footwear, Phones & Personal Property
11.1 Stage & Screen Academy T-shirts must be worn for rehearsals and performances where requested.
11.2 New students should obtain their Academy T-shirt after their first week of attendance. A plain black T-shirt should be worn in the meantime.
Footwear
11.3 Students must wear footwear suitable for dancing and movement during rehearsals. Crocs must not be worn for rehearsals.
11.4 Where a student arrives wearing Crocs and does not have suitable alternative footwear, they may be required to participate in appropriate activities in their socks instead.
11.5 Black shoes must be worn for performances.
Mobile Phones
11.6 The Academy strongly recommends that primary-school-aged students do not bring mobile phones to the Academy at all.
11.7 Secondary-school and college-aged students may bring a phone where necessary, but it must be switched off and kept inside their bag throughout the session.
11.8 If a student has their phone out during a session without permission, the phone may be placed securely in the Academy’s designated phone box until the end of the session.
11.9 The Academy accepts no responsibility for loss of or damage to phones or other valuable personal belongings brought to classes, rehearsals or performances.
Venue Rules
11.10 Chewing gum is not permitted during classes or rehearsals.
11.11 Students must dispose of their rubbish and treat the venue and its property with care.
11.12 Smoking, vaping and illegal substances are not permitted within Academy rehearsal or performance spaces.
11.13 Bringing alcohol into an Academy rehearsal space or show venue will result in immediate expulsion from the Academy.
11.14 Students and families must follow all applicable health, safety and venue rules.
12. Photography & Videography
12.1 Photography and videography are an integral part of Stage & Screen Academy activities and promotional work. Consent to photography and videography is therefore a condition of membership.
12.2 By enrolling a child at the Academy, the parent/guardian agrees that the child may be photographed and filmed during Academy activities, including classes, rehearsals, performances, productions and events.
12.3 Photographs and video may be used by The Stage & Screen Academy for promotional purposes, including on its website, social media, advertising and other promotional materials.
12.4 A child cannot become or remain a member of the Academy where the required photography and videography consent is not provided.
13. Communication & Personal Information
13.1 By enrolling with The Stage & Screen Academy, parents/guardians agree that the Academy may contact them regarding their child’s membership, payments, classes, rehearsals, productions and Academy events.
13.2 Parents/guardians are responsible for keeping their contact information up to date.
13.3 Parents/guardians are expected to read Academy newsletters, emails and announcements and to keep a record of scheduled sessions, rehearsals and performances.
13.4 Personal information will not be shared with other persons or organisations except where appropriate consent has been provided or where otherwise required or permitted.
13.5 The Academy has designated working hours for administration and communications. Emails and messages will be responded to during these working hours to support appropriate work/life boundaries for Academy staff.
14. Ending or Suspending Membership
14.1 The Academy may suspend or terminate membership in the event of a serious or repeated breach of these Terms & Conditions.
14.2 Reasons may include, but are not limited to:
- serious or repeated inappropriate behaviour;
- bullying, harassment or abuse;
- repeated unreasonable or hostile behaviour towards staff;
- repeated failure to pay fees;
- attendance reaching the Academy’s stated limit;
- repeated late collection;
- serious or repeated failure to follow instructions from teachers, chaperones or crew; or
- behaviour that compromises the safety, wellbeing or experience of other students or staff.
14.3 Where membership is terminated because of a breach of these Terms & Conditions, fees already paid will not normally be refunded.
15. Changes to These Terms
15.1 The Academy may update these Terms & Conditions where reasonably necessary.
15.2 The current version of the Terms & Conditions will be available through the Academy’s website.
15.3 Continued membership following an update to the Terms & Conditions will constitute acceptance of the updated terms.
ONE-TO-ONE LESSON TERMS & CONDITIONS
The following additional terms apply to students receiving one-to-one lessons through The Stage & Screen Academy.
16. Booking & Payment
16.1 One-to-one lessons are not offered on a pay-as-you-go basis. Once a regular lesson slot has been booked, that slot remains reserved for the student until the required cancellation notice is provided.
16.2 Refunds are not available where a student misses a lesson because of illness, holidays, conflicting commitments or other personal circumstances.
16.3 If the teacher cancels a lesson, a catch-up lesson or appropriate refund/credit will be arranged.
17. Missing or Swapping Lessons
17.1 Parents/guardians should notify the Academy as early as possible if a student cannot attend.
17.2 Two lessons missed without any notification may result in the student’s regular slot being offered to another student. No refund will be provided for a no-show.
17.3 A parent may arrange to swap their lesson slot with another student’s parent where both parties agree. The teacher must be informed of the agreed swap in writing.
18. Cancelling a One-to-One Slot
18.1 Four weeks’ written notice by email is required to cancel a regular one-to-one lesson slot.
18.2 The lesson slot and applicable fees will continue throughout the notice period.
19. Arrival & Collection for One-to-One Lessons
19.1 Students should arrive promptly for lessons and be collected promptly afterwards so that other lessons are not disrupted.
19.2 For students under 18, parents/guardians must provide written permission if the student is permitted to leave independently.
19.3 Students without permission to leave independently must be collected by a responsible adult.
20. Behaviour & Promotional Material
20.1 Abusive, threatening, harassing or otherwise inappropriate behaviour by a student or parent/guardian may result in one-to-one lessons being terminated.
20.2 Students receiving one-to-one lessons are subject to the Academy’s photography and videography requirements where applicable.
21. Agreement
21.1 By enrolling in and attending one-to-one lessons, the student and their parent/guardian agree to these Terms & Conditions and the applicable Academy-wide terms above.