Studio Policies & Agreement

By registering a dancer with Dance Adventure KW Inc., you agree to the policies below on behalf of yourself and your dancer. These policies are in addition to the Waiver and Assumption of Risk you complete at registration. The policies themselves apply from season to season until we publish a new version.

Definitions. “The Studio” means Dance Adventure KW Inc. “Family” means the parent or guardian responsible for a dancer’s account. “Term” means Term 1 or Term 2 of the current Dance Year, as dated in Season Specific Details “Dance Year” means the period from September through August of the following year.

Fees and Payment

• Class fees are due in full at the beginning of each Term, by the due date shown on your invoice.
• An Annual Registration Fee applies to each dancer once per Dance Year, in the amount published in Season Specific Details This fee is non-refundable and is due at the time of registration.
• All fees shown exclude HST, charged at the rate in effect at the time of invoicing.
• Accepted payment methods:
  • Online via debit or credit
  • Auto-pay
  • e-transfer to payments@danceadventure.ca
  • please make any cheques payable to Dance Adventure KW Inc.

What your Term, registration and costume fees include

• Weekly dance classes for the duration of the Term
• Holiday Showcase video (Term 1)
• Recital video (Term 2)
• Recital costume (recreational classes)
• Digital group photos

What is not included

• Dance shoes and class attire
• Tickets to the Holiday Showcase and Recital
• Individual photos, prints, posters and other keepsakes
• Competitive entry fees, travel, etc.

Payment Plans and Recurring Billing

• Payment plans are available on request and may be subject to an administrative fee.
• If you choose a payment plan, you authorize the Studio to charge the credit card or bank account you have on file for the scheduled instalment amounts, on the schedule confirmed in writing when your plan is set up, until your balance is paid in full.
• You may cancel or change a payment plan by giving the Studio written notice at payments@danceadventure.ca, 30 days before your next scheduled instalment. Cancelling a payment plan does not cancel the balance owing.
• It is your responsibility to keep your card and contact information current in the registration portal. A declined or returned instalment is subject to NSF fees and treated as a late payment under, per below.

Late Payments,Outstanding Balances and Returned Payments

• Balances unpaid 30 days after the invoice due date are subject to interest charges of 1.50% per month (18% per annum), with a minimum charge of $1.00, calculated on the outstanding balance and applied every 30 days until paid.
• Returned or declined payments — including NSF cheques, failed e-transfers and declined card instalments — are subject to an administration fee per occurrence, in the amount published in Season Specific Details
• The Studio may withhold participation in classes, showcases, recitals and competitions, and may withhold the release of videos or photos, while an account is in arrears.

Costumes

• Costumes are required for our recitals and for competition entries. These are billed in addition to class fees.
• Recreational recital costumes are due at the beginning of Term 2. They are refundable on written request up to the Costume Commitment Date published in Season Specific Details. After that date, costume fees are non-refundable, because costumes have been ordered.
• Competitive costumes: the competitive costume fee is a deposit toward group-dance costumes. “Extras” (e.g., Solos, duets, trios, etc.) are billed separately. The deposit is due on the date published in Season Specific Details
• If your dancer will not take part in the Year End Recital, you must tell us in writing at registration@danceadventure.ca on or before the Costume Commitment Date. We also ask that you let each of your dancer’s instructors know, but written notice to the Studio is what stops the costume charge. Without that written notice, the costume fee remains payable.
• Costume refunds are separate from class refunds. A dancer who withdraws after the Costume Commitment Date may still receive a pro-rated class refund while remaining responsible for the costume fee.

Withdrawals and Refunds

• To withdraw a dancer from a class, send written notice to registration@danceadventure.ca. Withdrawal takes effect on the date we receive your notice.
• Pro-rated class refunds are available on written request up to the date identified in the Season Specific Details. Proration is based on the number of program weeks in a term.
• After the Refund Deadline, class fees for the balance of the Term are non-refundable.
• The Annual Registration Fee is non-refundable in all circumstances.
• Refunds are issued to the original method of payment where possible, or as a credit to your account.
• Any outstanding balance on your account will be deducted from a refund before it is issued.

Attendance and Missed Classes

• Regular attendance matters, particularly in the weeks leading up to the Holiday Showcase and the Year End Recital, where choreography is set as a group.
• Classes missed by a dancer are not refunded, credited or pro-rated, and make-up classes are not guaranteed. Where space allows, we will do our best to offer a comparable class as a make-up; ask the front desk.
• Please let your instructor or the front desk know in advance if your dancer will be absent.
• Competitive dancers are expected to attend all scheduled rehearsals, and additional rehearsals may be called ahead of competitions. Repeated absence may result in a dancer being removed from a routine, at the discretion of the Studio and the choreographer, without a refund of fees paid.

Class Changes and Cancellations by the Studio

• Classes run subject to minimum enrolment. If a class does not reach minimum enrolment, the Studio may cancel it, combine it with another class, or change its day or time. We will contact affected Families directly, and you may transfer to another available class or receive a full refund of fees paid for the cancelled class.
• The Studio may substitute instructors. A substitute instructor is not grounds for a refund.
• If a class is cancelled by the Studio for reasons other than those outlined below, we will offer a make-up class or a pro-rated credit.
• The Studio may move a dancer between class levels where it is in the dancer’s interest, in consultation with the Family.

Closures and Emergency Situations

• In the event of a snow day or other short-term (approximately one to two day) emergency, classes may be cancelled at the discretion of Studio staff. Short-term cancellations of this kind are not refunded or credited, and we will make reasonable efforts to reschedule where the calendar allows.
• If the Studio is required to suspend in-studio classes for a prolonged period due to an emergency declaration or other required closure, classes will continue online where possible and appropriate, and fees for the balance of the Term remain payable.
• A Family who chooses to withdraw as a result of this situation will receive a pro-rated refund of class fees, less a 10% administration fee.

Health, Safety and Conduct

• Dancers, Families and guests at Studio facilities and Studio-sanctioned events agree to report unsafe conduct or unsafe conditions to Studio staff or a Studio representative.
• Please tell us in writing about any injury, medical condition, allergy or accommodation need that may affect your dancer’s participation, and let us know promptly if that changes during the year.
• Participation in classes is also subject to the Waiver and Assumption of Risk completed at registration.

Code of conduct

We want the Studio to be a place where dancers feel safe to try things and fail at them. That relies on everyone — dancers, Families and staff.

We ask dancers to: arrive on time and ready to dance; treat classmates, instructors and the facility with respect; support each other rather than compete with each other; and keep phones away during class.

We ask Families to: treat our staff, other Families and other dancers with courtesy in person and online; raise concerns with the Studio directly rather than in the lobby, in group chats or on social media; respect that instructors cannot discuss other dancers with you; and observe drop-off, pick-up and viewing practices.

Conduct that will not be tolerated includes harassment, bullying, discrimination, threats, aggression toward staff or dancers, and posting images of other people’s children without their permission.

The Studio may, at its discretion, ask a dancer or a Family member to leave a class, a rehearsal or an event, and in serious or repeated cases may withdraw a dancer from the Studio. Where a dancer is withdrawn by the Studio for conduct reasons, fees are refunded on a pro-rated basis as of the date of withdrawal; the Annual Registration Fee and any costume fees already committed are not refunded.

Photography, Video and Promotional Use

• The Studio takes photographs and video at classes, rehearsals, showcases, recitals, competitions and Studio-sanctioned events, and may use images of, and quotes from, dancers, Families and guests in Studio promotional material — including our website, social media accounts, printed material and advertising.
• By registering, you consent to this use on your own behalf and on behalf of your dancer. Where we identify a dancer by name in a public post, we will use first name only.
• You may opt out at any time by writing to registration@danceadventure.ca. An opt-out applies going forward; we will make reasonable efforts to remove your dancer from material already published.
• Photos and video taken by Families at Studio events are for personal use only. Please do not post images or video that show other people’s children publicly, or use them commercially, without permission.

Changes to These Policies

• Season Specific Details is updated before registration opens for each Dance Season. The dates and amounts that apply to your registration are those published in Season Specific Details at the time you register.
• The Studio may also update the policies themselves from time to time. The current version is the one posted at https://danceadventure.ca/termsconditions/ and it governs your registration.

Questions

Email registration@danceadventure.ca with questions about classes, the registration process or payments.