Terms & Conditions

Terms and Conditions and the Agreement

Academic Year 2025 – 2026

FOR EVENTS

Any terms and conditions are stated on the event description when you signed up.

MUSIC LESSONS & ENSEMBLES

This agreement is between you and Calderdale Music. 

Definitions: 

For the purpose of this agreement “term/ly” refers to the following periods in the academic year 2023/24

Music Lessons

General

• All students/parents will have access to SpeedAdmin to receive lesson feedback, teaching material and notifications of absence. Login details will be issued upon receipt of application. 
• If your lesson takes place at school during the school day our admin team will correspond with school staff to check that the lesson does not clash with interventions, swimming etc. Lessons may take place at any time during the school day including over breaks and lunch times. 

Pairs and Groups

• Group lessons are 30 minutes long and can only be set up in a school where there are 3 or more enrolments on any particular instrument. You will be informed when your child has a place. Where there are only two pupils enrolled you will be invoiced for a 20 minute paired lesson and the lesson time will change accordingly. If a group size reduces down to two pupils, payers will be invoiced for 20 minute paired lessons for the start of the next term.
• In the event that a pupil taking part in weekly paired/group lessons is the only remaining member of that group our admin team will contact you to discuss options.

Missed Lessons

• If a school is closed for a training/INSET day and this date has been shared on the school website by September 2025, a credit note will be applied to your account for this session.

• Where Calderdale Music are unable to provide a lesson due to Music Leader absence we will endeavour to reschedule the lesson. If we are unable to reschedule we will issue a credit at the end of the term.

• Where Calderdale Music are unable to provide a lesson due to Music Leader illness we will issue a credit at the end of the term.

• Where Calderdale Music are unable to provide a lesson due to an unplanned school closure e.g. strike action, snow our Music Leader will contact you to arrange a lesson online at your usual time. Alternatively, a supplementary video can be uploaded to your Speed Admin account which can be watched at a time convenient to the student.

Student Absence 

• Refunds cannot be given for non-attendance of pupils. It is not the responsibility of Music Leaders to ensure pupils attend lessons. However, every effort will be made to encourage good attendance.

• If the pupil is absent without notice (a “no show”) no refunds or learning materials will be provided.

• If the pupil is absent with notice we will endeavour to provide a supplementary video and upload this to the pupil’s Speed Admin account within 24 hours after the lesson. This is a short video with a personalised plan and task for the pupil to complete during the week.

• To give notice, call the Calderdale Music office on 01422 401260 or email absences@calderdalemusic.co.uk . If a pupil having lessons paid for by a parent/carer verbally informs their Music Leader of a future absence, this will be followed up with an email from the Music Leader or our admin team to the parent/payer who will need to confirm this in writing.

• Rearranging lessons is subject to the Music Leader’s availability.

Instrument Hire

• Instrument hire incurs an additional charge. Parents/pupils agree to the instrument hire terms and conditions stated during the registration process. A copy is available on our website. A deposit will be required before instruments can be loaned to pupils. This deposit will be refunded upon return of the instrument in a good working condition. Please see separate section “Instrument Hire”

 Fees 

• Calderdale Music charge a rate per lesson invoiced termly in advance or by monthly direct debit for the dates specified.
• All invoices must be paid for by the date shown on the invoice and are subject to the terms and conditions of our debt policy.
• A copy of the debt policy can be found on our website www.calderdalemusic.co.uk.
• No refunds can be given for pupil absences including school trips and activities. 
• Refunds cannot be given for non-attendance of pupils. 
• If paying by direct debit, details will be sent to you before payments begin. A charge of 2.5% will be made to all payments by direct debit. 
• If a pupil withdraws from lessons during the term the full term must be paid for. No refunds will be given. 
• Lessons will only commence upon receipt of payment in full or by completing a monthly direct debit agreement. In some circumstances Calderdale Music may allow lessons to commence without payment, subject to an agreed payment plan. 
• If a direct debit payment is returned unpaid, the customer will make payment of the amount by bank transfer within 7 days of the payment being returned.
• I understand this agreement is binding and will continue until it is cancelled, in writing or through my Speed Admin account, at least 1 week before the end of a school term. 
• I understand Calderdale Music will inform me of any changes in fees, terms and conditions, or any other relevant alterations to delivery. NOTE: changes to day and time of lessons or Music Leader may be effected at any time and are NOT considered as changes to terms and conditions and are not relevant alterations to delivery.
• Invoicing

  Our invoicing dates along with payment deadlines are shown below:

  Invoice run	Invoices emailed to payers	Invoice payment deadline
  Autumn Term 1 tuition	8th July 2025	25th August 2025
  Autumn Term 2 tuition	13th October 2025	27th October 2025
  Spring Term 1 tuition	15th December 2025	29th December 2025
  Spring Term 2 tuition	2nd February 2026	16th February 2026
  Summer Term 1 tuition	23rd March 2026	6th April 2026
  Summer Term 2 tuition	11th May 2026	25th May 2026

• Lessons at The Old Courthouse

• Please note – all Calderdale Music staff have an enhanced DBS on the update service, however there may be adults in the building, such as adult learners and people hiring our space, who do not have DBS checks

Missed Lessons

• Where Calderdale Music are unable to provide an ensemble/group sesion due to Music Leader absence or illness we will issue a credit at the end of the term.

Student Absence 

• Refunds cannot be given for non-attendance of pupils.

Fees 

• Calderdale Music charge a rate per session invoiced termly in advance or by monthly direct debit for the dates specified.
• All invoices must be paid for by the date shown on the invoice and are subject to the terms and conditions in our debt policy.
• A copy of the debt policy can be found on our website www.calderdalemusic.co.uk.
• No refunds can be given for pupil absences.
• If paying by direct debit, details will be sent to you before payments begin. A charge of 2.5% will be made to all payments by direct debit. 
• If a pupil withdraws from the ensemble sessions during the term the full term must be paid for. No refunds will be given.
• Lessons will only commence upon receipt of payment in full or by completing a monthly direct debit agreement. In some circumstances Calderdale Music may allow lessons to commence without payment, subject to an agreed payment plan.
• If a direct debit payment is returned unpaid, the customer will make payment of the amount by bank transfer within 7 days of the payment being returned
• I understand this agreement is binding and will continue until it is cancelled, in writing or through my Speed Admin account, at least 1 week before the end of a school term. 
• I understand Calderdale Music will inform me of any changes in fees, terms and conditions, or any other relevant alterations to delivery. NOTE: changes to day and time of lessons or Music Leader may be effected at any time and are NOT considered as changes to terms and conditions and are not relevant alterations to delivery. 

Instrument Hire

Instrument Hire Terms and Conditions

For the academic year 2025-2026

Instrument Hire

• Instrument hire incurs an additional charge
• Parents/pupils agree to the instrument hire terms and conditions stated during the registration process. A copy is available on our website.
• A deposit will be required before instruments can be loaned to pupils. This deposit will be refunded upon return of the instrument in a good working condition.

Calderdale Music has a large stock of instruments and is pleased to make these available to students to assist with their musical studies.

Instruments are subject to availability. An instrument will only be issued upon receipt of a signed hire agreement and payment of a refundable deposit.

Instrument hire is grouped in to 4 categories:

General Terms and Conditions

• This agreement is between you (the parent/pupil) and Calderdale Music.
• It is the responsibility of the parent/pupil to collect the instrument from the Calderdale Music office, sign the agreement and pay the refundable deposit before the instrument is allocated.
• The instrument provided will be in good working condition.
• Parent/pupils are advised to arrange adequate insurance for instruments on loan. This may already be covered by household contents insurance but the position regarding this should be clarified with your insurer.
• The instrument must not be used by any person other than the student to whom it is loaned.
• The instrument (including mouthpieces, bows and other accessories) remains the property of the Calderdale Music and may be recalled for inspection at any time.
• Some instruments require accessories (rosin for string instrument bows, reeds for wind instruments, valve oil etc.). Instruments will not normally come with a supply of such accessories – please consult with your instrumental teacher for details of what may be needed (we warn that valve oil can be hazardous if ingested). Flutes, clarinets, oboes and bassoons will be provided with one reed. Replacement reeds are the responsibility of the parent/pupil.
• Instruments can only be hired by students having lessons with Calderdale Music or attending one of our ensembles.
• Guitars, violins and cellos are available in smaller sizes and can be swapped as the pupil grows.

Damage/Loss

• If an instrument is loaned from Calderdale Music stock, the parent/pupil accepts responsibility for any loss or damage caused by accident, theft, attempted theft, maltreatment or otherwise.
• If the instrument is not returned, you will be charged for the full cost of a replacement.
• The parent/pupil will be charged for a comparable replacement if the instrument is lost or irreparably damaged. The full costs of any damage (other than from regular use) will also be charged to the parent/carer. Any damage must be reported to Calderdale Music and will be carried out by a specialist instrument technician.

Instrument Repair

• Minor damage incurred through regular use will be repaired by a specialist instrument technician and will not be charged for. Parent/pupils must not attempt to repair the instrument. If you come across any problems with your instrument please speak to your Music Leader or call the Calderdale Music office for advice on 01422 401260.
• If the instrument requires repairing or the pupil requires a larger instrument (strings/guitars) it is the responsibility of the parent/pupil to return the instrument to the Calderdale Music office and collect the new instrument when it is ready.

Returning The Instrument

• If a student stops lessons or leaves full time education, the instrument must be returned to the Calderdale Music office.
• Do not leave the instrument with a Music Leader or your school’s office.
• The parent/student will continue to be liable for the instrument until Calderdale Music issues an email receipt to indicate the instrument has been returned to stock.
• The instruments condition will be assessed after its return and any repairs required beyond wear and tear will be charged for.
• If the instrument is returned in good working condition the deposit will be refunded to the payer.