Running a dance school is a whirlwind of creativity, excitement, and—let’s be honest—a touch of organised chaos! Amidst the endless class planning, message replies, and social media content, it’s easy to overlook the importance of terms and conditions. But here’s the thing: having clear terms in place sets expectations, avoids confusion, and keeps your studio running smoothly, so you can focus on what you do best—teaching and inspiring.
If you’ve been considering adding or updating your studio’s terms, here are some essential areas to consider that will keep your school running smoothly and professionally.
Payment Policies: Keeping Things Clear and Stress-Free
Example Policy:
Private lesson fees are due within 1 hour of the lesson’s completion. Regular late payers may incur additional administrative charges.
Late payments don’t just disrupt your cash flow; they also consume valuable time with reminders, emails, and awkward conversations. By establishing clear payment expectations upfront, you encourage prompt payments and save your administrative team precious time.
Cancellations: Navigating Life’s Unexpected Rhythms
Example Policy:
We require 24 hours’ notice for private lesson cancellations. In cases of illness or genuine emergencies, we appreciate your commitment to honouring the lesson payment.
Life can be unpredictable, and we understand that last-minute changes sometimes cannot be avoided. However, they can significantly challenge your scheduling. By clearly specifying cancellation protocols, you provide a respectful framework for handling unexpected changes without disrupting your studio’s carefully planned schedule.
Class Commitment: Building Progress Through Consistency
Example Policy:
For course-based classes, participants are expected to book each calendar month continuously—no dropping in and out!
Consistency benefits not just skill development but also class dynamics and lesson planning. When students understand the expectation of regular commitment, they’re more likely to attend consistently, stay motivated, and progress more rapidly. Clear terms help everyone understand the expectations.
Remember, you’re running a business, and allowing sporadic attendance can impact your schedule and leave valuable spots unfilled. To balance flexibility with commitment, consider offering one or two complimentary weeks during the summer if your classes remain open—just ensure this is communicated clearly during sign-up.
Studio Etiquette: Small Steps for a Great Experience
Example Policy:
Mobile phones must be switched off, food is not permitted in the studio, and photography during classes is prohibited.
These might seem like minor details, but they set the tone for a respectful, professional environment. Guidelines on mobile phone use, food, and appropriate attire help maintain focus and ensure everyone can maximise each session without unnecessary distractions.
Safeguarding: Prioritising Responsibility and Safety
Example Policy:
The safety of children visiting our studios is of paramount importance, and it’s essential that parents understand when responsibility lies with our staff. While children are in class, they are under the care of our teachers. However, we are not responsible for children at other times, such as before their class begins, during toilet breaks, refreshment intervals, or after the class has ended.
Please consider this carefully if you choose to leave your child unattended at the centre.
Safety is paramount, especially in a child-focused environment. Whether it’s supervising children or setting expectations around health considerations, your safeguarding policies provide clear guidance for parents, ensuring everyone feels confident and comfortable.
Additional Considerations for Your Terms and Conditions
Dress Code: Establishing Professional Standards
Example Policy:
All dancers must wear appropriate clothing and footwear for their class. Jewellery is not permitted to ensure safety and comfortable movement.
A clear dress code promotes both safety and professionalism. By including this in your terms, you’ll spend less time reminding students and parents about attire and more time focusing on teaching.
Attendance and Punctuality: Respecting Collective Time
Example Policy:
Punctuality is essential. Admission may be refused if the warm-up session is missed, due to safety considerations.
Punctuality isn’t just respectful—it’s crucial for safety. Late arrivals disrupt class flow and may increase injury risks if students miss warm-up routines.
Health and Safety: Putting Well-being First
Students (and parents, where applicable) must disclose pre-existing health conditions before class commencement. Any injury or health concern during class should be reported immediately.
Encouraging health disclosure helps teachers make necessary adjustments, keeping classes safe for everyone. Remind students that dance is a physical activity and participation should only occur when feeling sufficiently well.
Teachers: You might also consider introducing health screening forms during the registration process to ensure you’re aware of any specific needs from the start and can respond to updates over time.
Photography and Videography: Respecting Privacy
Example Policy:
Photography and videography during class time are not permitted without prior instructor agreement.
This policy ensures student comfort, maintains privacy, and helps students remain present and engaged.
Implementing Your Terms and Conditions
Once developed, make your terms easily accessible. Consider adding an agreement checkbox to your online booking system or using a printed agreement signed when students join. Display a copy prominently in your studio as a friendly reminder.
While drafting terms and conditions might not be the most thrilling aspect of running a dance school, it creates a reliable framework. This approach allows you to spend less time on administration and more time doing what you love—inspiring your students to dance!
