Versatility Dance Centre (VDC) Payment Policy
By enrolling at Versatility Dance Centre, you agree to the following payment policies:
1. Payment Schedule Fees are paid via fortnightly direct debit through Square. Payments will be processed every second Thursday between 10:00 and 11:00 AM, starting in Week 1 of each term. There will be five payments per term in Weeks 1, 3, 5, 7, and 9.
2. Card on File It is compulsory to have a card securely stored on file with Square. When signing this contract, please provide your card details, even if you already have a card on file. This ensures we have the most recent and accurate card information securely stored for payments.
3. Inclusive Fees Term fees include hire costumes and end-of-year performance fees.
4. Ticket to Play Vouchers If using a Ticket to Play voucher, it must be provided by the last Thursday of the school holidays. If submitted late, the voucher funds will be applied to the following term.
5. Missed Payments If your payment fails, the system will automatically apply a $10 late fee at 7:00 PM on the Friday You will receive an email and text with a button to pay manually and avoid the late fee. If the invoice remains unpaid by Monday, an additional $10 late fee will be charged, and your child will not be allowed to participate in classes until the invoice is paid. A third late fee of $10 will be added if the invoice is still unpaid by Wednesday.
If you notify us before Thursday that your payment will bounce and provide a new payment date, we may waive the fee on a one-time basis, provided you have not incurred any late fees in the past six months.
We have a no fee - no dance policy. No dancer will be able to participate in classes if their fees are overdue unless you have had a conversation with us prior to the invoice being sent about
6. Missed Classes and Makeup Policy If your dancer cannot attend a class, please notify us via private WhatsApp message or email (do not post in the group chat). Missed classes are non-refundable. Upon request, we are happy to accommodate a makeup class on a different day, subject to availability and at the studio owner’s discretion. There are no refunds or makeups for missed private lessons.
7. Withdrawing from Classes If your dancer decides to stop classes, you must notify us by the last Thursday of the school holidays before the new term begins. If notice is given after the term has started, you will be required to complete payments for the entire term, regardless of whether your dancer continues attending classes. Enrollment is for a 10-week term, and the payment plan is simply a way to divide the term fee into five instalments. This is not a pay-as-you-go system, and all fees are payable even if classes are missed. If your dancer is stopping due to a schedule clash, we are happy to explore options to transfer them to another class, provided there is space available
8. If needing to add or remove cards please send us an email
9. The annual registration fee is non-refundable. This fee holds your spot in the class and covers administration fees.
1. Enrolment and Commitment
Enrolment is for the full 10-week term. Fees are split into five fortnightly payments, but this is not a pay-as-you-go program.
Students are automatically re-enrolled each term unless written notice is provided by the last Thursday of the holidays.
All dancers must be formally enrolled via the VDC enrolment system before participating in class after their first trial.
Dance is a team sport, and consistent attendance is important for the success of the group. If a student misses multiple classes, they may be removed from sections of routines they have not learnt or placed towards the back to maintain choreography quality and formation consistency.
2. Missed Classes and Makeups
Missed classes are non-refundable.
Make-up classes may be offered on request, subject to availability and approval.
No makeups or refunds are available for private lessons.
3. Attendance and Conduct
Dancers must arrive on time and in appropriate uniform. Black leggings or shorts are NOT part of our uniform.
Dancers who arrive in non VDC jumpers will be asked to take them off. Dancers can take class in VDC jumpers.
Hair must be tied back out of eyes.
Students are expected to treat all staff and classmates with kindness and respect.
Disruptive behaviour from family members will not be tolerated and may result in removal from the studio.
Parents more than 10 minutes late to collect may be charged for an extra class (per child) unless prior arrangements have been made. Parents more than 30 minutes late may be charged for a second additional class (per child).
4. Parent/Guardian Expectations
Parents are not permitted to watch regular weekly classes, except during designated Open Weeks.
Any grievances must be submitted in writing via email.
Parents must collect their child promptly after class and supervise them if arriving any more than 15 mins before the start of their class time.
For everyone's safety and to keep our dancers focused, please wait in the foyer while classes are in progress. Walking through a class in session can result in accidental collisions, and we'd hate for anyone to get hurt.
5. Injuries and Safety
All reasonable care is taken during class, but dance is a physical activity and injuries can occur.
VDC is not liable for injuries sustained during class.
Instructors may use physical contact to correct technique. If you do not consent, please inform the studio in writing.
Only children in pre-school / toddler classes may be assisted to the toilet. All other students must be able to go independently.
6. Timetable and Staff
Timetables and teachers are subject to change at the discretion of the director
If a class has low enrolment, it may be combined or cancelled. Where possible, alternate options will be provided.
7. Communication
WhatsApp groups and email are used for communication. Please ensure your contact details are up to date.
Teachers cannot engage in conversation during or between classes. Please email for non-urgent matters.
8. Media Consent
VDC may photograph or film classes and events for use on social media or promotional material.
If you do not wish for your child to appear in any media, you must notify the studio in writing.
9. Personal Property
VDC is not responsible for lost, stolen or damaged property.
Please label all belongings clearly and keep valuables at home.
10. Choreography and Costumes
All VDC choreography remains the property of the studio and may not be used or reproduced without permission.
Concert costumes are hired to students and remain the property of VDC unless otherwise stated.
Lost or damaged costumes may incur a replacement fee.
11. Illness
Students must stay home if they are unwell or contagious.
Make-up classes can be requested in these cases, subject to availability.
12. Emergency Procedures
In the event of lockdown, fire, or emergency, students will be moved to a safe location and families notified as soon as possible. VDC has comprehensive emergency procedures in place and your childs safety is always our priority.
13. Injury & Participation Policy
At Versatility Dance Centre (VDC), the safety and wellbeing of our dancers is our top priority. We understand that injuries happen, and our goal is always to help dancers stay safe, recover well, and return to dancing as soon as it is safe to do so. The following guidelines help us manage injuries appropriately and ensure dancers can continue participating in a way that supports - rather than worsens - their recovery.
Communicating Injuries
Any injury that may affect a dancer's ability to participate must be communicated to the studio in writing (e.g. via message or email). This includes:
- Injuries that occur outside of dance
- Ongoing pain or discomfort
- Any braces, bandages, strapping or supports being worn
- Pre-existing injuries or medical conditions we may not be aware of
When notifying us of an injury, please include:
- What the injury is
- What your child can and cannot safely participate in
For example: "She can mark routines but should avoid jumps and acro."
This helps our teachers safely modify activities and support your child appropriately in class. Parents and dancers are responsible for proactively informing the studio of any injuries, conditions, or limitations that may affect safe participation.
Ongoing Injuries & Medical Guidance
If a dancer is reporting or experiencing an injury or pain that is affecting their ability to participate beyond two consecutive weeks of lessons, written guidance from a doctor or health professional will be required to continue participating.
This guidance should outline:
- What movements and activities are safe
- Any restrictions or modifications required
- When the dancer can return to full participation
Braces, Bandages & Supports
If a dancer attends class wearing a brace, bandage, strapping or support, this must be communicated to the teacher prior to class. If a dancer requires a brace, bandage, strapping or support for more than two consecutive weeks of lessons, written guidance from a doctor or health professional will be required to confirm what activities are safe for them to participate in.
Concussion & Head Injuries
For any suspected concussion or head injury, written medical clearance is required before a dancer returns to full participation, regardless of how the dancer is feeling. Returning too early from a head injury carries serious risks, and we will not allow full participation without clearance.
Watching & Observing Class
Injured dancers are not only welcome but strongly encouraged to attend class and observe. Watching is genuinely valuable learning — dancers can absorb choreography, corrections, counts, and formations, and stay connected to their class and teachers during recovery.
This is especially important for our performance team dancers, where staying across choreography, formations, and group dynamics is essential. Attending and observing helps ensure a smoother return when the dancer is ready to participate again.
Performances & Competitions
For competitions, examinations, performances and concerts, the studio may require medical clearance before allowing a dancer to participate with an injury, regardless of family preference. These decisions are made in the dancer's long-term interest - to protect them from worsening an injury during high-intensity, high-pressure events.
Studio Discretion & Safety
To keep dancers safe, our teachers may modify or limit a dancer's participation if a dancer:
reports pain
appears injured
or is wearing a brace, bandage, strapping or support
until it is clear what activities are safe.
If a dancer reports significant pain during class, they may be asked to sit out and observe for that lesson.
If a dancer arrives wearing a brace, bandage, strapping or support and the studio has not been notified beforehand, the dancer may be asked to sit and observe until a parent/carer can be contacted and appropriate information about the injury and participation restrictions can be provided.
These guidelines are in place to help keep our dancers safe and ensure injuries are not accidentally worsened through participation in class activities.
Injuries Occurring at the Studio
If a dancer is injured during class, rehearsal, or any studio activity:
- Our teachers will assess the situation and administer first aid as appropriate
- Parents/carers will be contacted as soon as practical for anything beyond a very minor incident
- For serious injuries, emergency services will be called immediately and parents notified
- All incidents will be recorded in our incident register
Fees During Injury
For short-term injuries (under two weeks), regular fees continue to apply. Dancers are encouraged to attend and observe.
For serious or extended injuries requiring multiple weeks off with a doctor's note, fees may be paused while the dancer recovers. Please contact us as soon as possible if this applies to your dancer so we can discuss arrangements.
Our Approach
We understand that every injury and every dancer is different. Our goal is always to:
- Keep dancers safe
- Support their recovery
- Help them stay connected to their class while they heal
- Help them return to dancing as soon as it is safe to do so
We appreciate families working together with us to ensure all dancers can participate safely and confidently.
These policies are designed to support the wellbeing, safety, and positive experience of all families and students at Versatility Dance Centre.
By enrolling, you acknowledge and agree to these terms.