LESSON BILLING & COMMITMENT

Monthly Billing

Ekko Performing Arts Society offers private lessons through flexible lesson memberships under a sliding scale pricing model. Lessons are billed monthly, in advance, at the beginning of each month for all lessons scheduled during that month.

Monthly Commitment

By enrolling, students commit to all scheduled lessons for the full billing month (weekly or bi-weekly). This commitment allows Ekko to ensure consistent instructor scheduling and program sustainability.

Opting Out of Specific Commitment

If a student plans to miss specific lessons in an upcoming month, written notice must be provided at least one (1) week before the start of the new month. Requests received after this deadline cannot be accommodated, and the missed lessons will remain billable.

Terminating Lessons

To terminate lessons entirely, a minimum of two (2) weeks’ written notice is required. Lessons scheduled within the notice period remain billable. Written notice can be sent to ekko@ekkomusic.ca. Any remaining account balance may be refunded upon written request, or retained as a credit on file for future use. Credits expire after 12 months of inactivity

Cancellations During the Month

Students must provide at least 24 hours’ notice to cancel a lesson in order to receive a make-up credit, valid for 30 days.

Late Cancellations/No-Shows

Cancellations made with less than 24 hours’ notice, or failure to attend a scheduled lesson, will result in the lesson being forfeited without credit or refund, as instructors cannot be reassigned on short notice.

Same-Day Illness Exceptions

If a student becomes ill on the day of their scheduled lesson, they may request a same-day cancellation due to illness.

• Illness-related cancellations must be communicated at least two (2) hours prior to the scheduled lesson start time
• This exception may be used once per calendar quarter (January–March, April–June, July–September, October–December)
• Lessons cancelled with less than two (2) hours’ notice, or without communication, will be forfeited
• Repeated or patterned use may result in forfeiture of the lesson

PAYMENT POLICIES

Standard Monthly Billing

Invoices are issued at the beginning of each month. Payment is due no later than the 10th of the month.

Late Fees

Payments not received by the 10th will incur a $15 late fee. Continued non-payment may result in suspension of lessons until the account is brought current.

Alternative Weekly Payment Option

Students experiencing financial constraints may request approval to pay weekly instead of monthly.

• Approval is at Ekko’s discretion
• Approved students will be invoiced weekly
• Payment is due at the time of each scheduled lesson

Students who are approved for weekly billing remain subject to all Ekko Performing Arts Society lesson policies, including but not limited to cancellation notice requirements, make-up lesson eligibility, illness-related exceptions, and codes of conduct.

Sliding Scale Pricing Adjustments

Sliding scale rates are confirmed monthly and cannot be changed mid-month. Requests to adjust a rate for the upcoming month must be submitted at least one (1) week before the start of the new month.

Accepted Payment Methods

• In-Person: Cash, Debit, Credit
• E-Transfer: finance@ekkomusic.ca
• Online: Credit Card
• Auto-Payment: Credit Card on File

MAKE-UP LESSONS

• Make-up lesson credits are scheduling credits only and are not monetary credits. They have no cash value and cannot be applied toward invoices, refunded, transferred, or carried forward beyond their expiry date.
• It is the student’s responsibility to request and schedule make-up lessons
• Make-up lessons cannot replace or override regularly scheduled lessons
• Make-up credits expire 30 days after issuance
• Booking through the Opus online portal is recommended to view instructor availability
• Ekko cannot guarantee that make-up lessons will align with preferred days or times

GENERAL POLICIES

Instructor or Ekko Cancellations

If a lesson is cancelled by Ekko or an instructor, Ekko will make reasonable efforts to accommodate students. One of the following will be offered, at Ekko’s discretion:

• Rescheduling to an alternate date
• A substitute instructor
• A make-up credit

Make-up lesson credits issued under this policy are scheduling credits only and are not monetary credits. No refunds or monetary credits will be issued when reasonable alternatives have been offered.

Holidays & Closures

Ekko observes statutory holidays. Lessons are not scheduled or invoiced during official closures. For questions regarding closure dates, please contact ekko@ekkomusic.ca.

Code of Conduct

Students and families are expected to treat instructors, staff, and other students with respect. Bullying, harassment, abusive language, or disruptive behavior may result in immediate termination of lessons without notice or refund.

Termination by Ekko

Ekko reserves the right to terminate lessons immediately and without notice in cases involving:

• Unsafe or toxic interactions
• Threats or acts of violence
• Significant or ongoing behavioral concerns

Photo & Video Consent

Unless opted out-out writing, students and families grant Ekko permission to capture and use photos or videos for promotional, marketing, and social media purposes. Opt-out requests may be submitted in writing to ekko@ekkomusic.ca at any time.

POLICY UPDATES

Ekko Performing Arts Society reserves the right to update or amend these policies at any time.

Significant changes will be communicated in advance to students and families.

PROGRAM STRUCTURE & COMMITMENT

Term-Based Enrollment

Group classes operate on a full-term basis. While payments may be made monthly or weekly by approval, enrollment constitutes a commitment to the entire program term.

Full-Term Commitment

By enrolling in a group class, students commit to attending all scheduled sessions for the duration of the term (or remaining sessions, if joining late). Group classes rely on consistent participation to support instructional pacing and group learning.

Late Enrollment (Mid-Term Admission)

Admission to a group class after the start of a term is not guaranteed and is subject to instructor and Ekko approval, based on class capacity, curriculum progression, and the student’s ability to integrate into the class. Where late enrollment is approved, fees will be prorated from the student’s start date. Once enrolled, students are immediately subject to all attendance, refund, and no make-up policies, including the no opt-out provisions.

REFUND POLICY

Group class fees are non-refundable, regardless of:

• Attendance
• Illness or injury
• Scheduling conflicts
• Withdrawal or early termination

This applies to students who enroll at the start of the term and those who join after the term has begun.

ATTENDANCE & MAKE-UP POLICY

No Make-Ups or Opting-Out of Sessions

Group classes do not offer make-up lessons or make-up credits for missed or cancelled sessions, regardless of reason (including illness, travel, or scheduling conflicts). Students may not opt out of individual sessions or months within a term in exchange for invoice adjustments. Group class fees cover the entire term and are not subject to adjustment after enrollment.

Attendance Expectations

Regular attendance is essential to the success of group instruction. Excessive absences may negatively impact: learning outcomes, class cohesion, a student’s eligibility for future group programming.

PAYMENT POLICIES

Billing Schedule

Invoices are issued at the beginning of each month or at the time of enrollment. Payment is due by the 10th of the month, unless an alternative arrangement has been approved in advance.

Late Payments

Payments not received by the 10th may incur a late fee, as outlined in Ekko’s current fee schedule. Continued non-payment may result in suspension of participation until the account is brought current.

Alternative Weekly Payment Option

Students experiencing financial constraints may request approval for weekly billing.

• Approval is at Ekko’s discretion
• Weekly billing is a payment accommodation only
• Approved students will be invoiced weekly, with payment due at the time of each scheduled class
• Students on weekly billing remain subject to all group class policies, including attendance, refunds, and conduct expectations
• Failure to comply with policies may result in revocation of weekly billing approval

Sliding Scale Pricing

Sliding scale rates are set for the full term (or remaining term, in the case of late enrollment) and cannot be adjusted mid-term.

Community-Subsidized Pricing

Select group classes may offer a community-subsidized rate, made possible through donations, grants, or sponsorships. Availability of community-subsidized rates is limited and not guaranteed for all classes. Eligibility is determined at Ekko’s discretion and may be based on financial need, community impact, or alignment with the goals of the funded program. Students must apply or request consideration for a community-subsidized rate prior to enrollment. Approval applies only to the specific class and term and does not carry forward automatically. Community-subsidized rates are subject to all standard group class policies, including full-term commitment, attendance expectations, and the no-refund and no make-up provisions.

Accepted Payment Methods

• In-Person: Cash, Debit, Credit
• E-Transfer: finance@ekkomusic.ca 
• Online: Credit Card
• Auto-Payment: Credit Card on File

GENERAL POLICIES

Instructor or Ekko Cancellations

If a lesson is cancelled by Ekko or an instructor, Ekko will make reasonable efforts to accommodate students. One of the following will be offered, at Ekko’s discretion:

• Rescheduling to an alternate date
• A substitute instructor

No refunds or monetary credits will be issued when reasonable alternatives have been offered.

Holidays & Closures

Ekko observes statutory holidays. Lessons are not scheduled or invoiced during official closures. For questions regarding closure dates, please contact ekko@ekkomusic.ca.

Code of Conduct

Students and families are expected to treat instructors, staff, and other students with respect. Bullying, harassment, abusive language, or disruptive behavior may result in immediate termination of lessons without notice or refund.

Termination by Ekko

Ekko reserves the right to terminate lessons immediately and without notice in cases involving:

• Unsafe or toxic interactions
• Threats or acts of violence
• Significant or ongoing behavioral concerns

Termination by the Participant

If a participant withdraws from a community group no refunds will be issued. Any approved credits are subject to Ekko’s discretion and expire after 12 months of inactivity.

Photo & Video Consent

Unless opted out-out writing, students and families grant Ekko permission to capture and use photos or videos for promotional, marketing, and social media purposes. Opt-out requests may be submitted in writing to ekko@ekkomusic.ca at any time.

POLICY UPDATES

Ekko Performing Arts Society reserves the right to update or amend these policies at any time.

Significant changes will be communicated in advance to students and families.

PROGRAM STRUCTURE & COMMITMENT

Term-Based Enrollment

Community groups operate on a term-based model. Enrollment constitutes a commitment to the entire program term, subject only to the trial period outlined below.

Community groups prioritize collective music-making, collaboration, and shared responsibility. Policies are designed to balance accessibility with group stability.

LATE ENROLLMENT & TRIAL PERIOD

Late Enrollment (Mid-Term Admission)

Admission to a community group after the start of a term is not guaranteed and is subject to instructor and Ekko approval, based on group capacity, repertoire progression, and the participant’s ability to integrate into the ensemble.

Where late enrollment is approved:

• Fees will be prorated from the participant’s approved start date
• Enrollment includes a two (2) week paid trial period, beginning on the participant’s first attended session

Participation during the trial period does not guarantee continued enrollment if the instructor or Ekko determines the placement is not an appropriate fit for the participant or the group.

TRIAL PERIOD WITHDRAWAL REQUIREMENTS

Withdrawal During Trial Period

Participants may withdraw during the two-week trial period only by providing written notice.

• Withdrawal requests must be submitted in writing by emailing ekko@ekkomusic.ca 
• Notice must be received before the end of the two-week trial period

If written notice is received on time:

• A refund will be issued for any remaining unused sessions
• Sessions already attended are non-refundable

Failure to Provide Written Notice

Failure to notify Ekko in writing before the end of the trial period will result in the participant being:

• Considered fully enrolled
• Financially responsible for the remainder of the term, regardless of attendance

Non-attendance, reduced attendance, or discontinuing participation does not constitute withdrawal.

ATTENDANCE, MAKE-UPS & PAYMENT OBLIGATIONS

Attendance Expectations

Regular attendance is strongly encouraged to support ensemble cohesion, musical continuity, and shared learning. Participants are expected to attend rehearsals consistently whenever possible.

Attendance Does Not Affect Payment Obligation

Community group fees are charged based on enrollment in the program, not on individual session attendance.

Participants remain financially responsible for all scheduled sessions after the trial period, regardless of:

• Illness or injury
• Scheduling conflicts
• Travel
• Personal circumstances

Missed sessions do not result in refunds, credits, or fee reductions.

Informing an instructor of an absence does not alter payment obligations or constitute withdrawal from the program.

No Make-Up Sessions

Community groups do not offer make-up sessions or credits for rehearsals missed due to participant absence, including illness, scheduling conflicts, or personal circumstances.

PAYMENT POLICIES

Billing Schedule

Invoices are issued at the beginning of each month or at the time of enrollment. Payment is due by the 10th of the month, unless an alternative arrangement has been approved in advance.

Late Payments

Payments not received by the 10th may incur a late fee, as outlined in Ekko’s current fee schedule. Continued non-payment may result in suspension of participation until the account is brought current.

Alternative Weekly Payment Option

Students experiencing financial constraints may request approval for weekly billing.

• Approval is at Ekko’s discretion
• Weekly billing is a payment accommodation only
• Approved students will be invoiced weekly, with payment due at the time of each scheduled class
• Students on weekly billing remain subject to all group class policies, including attendance, refunds, and conduct expectations
• Failure to comply with policies may result in revocation of weekly billing approval

Sliding Scale Pricing

Sliding scale rates are set for the full term (or remaining term, in the case of late enrollment) and cannot be adjusted mid-term.

Community-Subsidized Pricing

Select community groups may offer a community-subsidized rate, made possible through donations, grants, or sponsorships. Availability of community-subsidized rates is limited and not guaranteed for all classes. Eligibility is determined at Ekko’s discretion and may be based on financial need, community impact, or alignment with the goals of the funded program. Students must apply or request consideration for a community-subsidized rate prior to enrollment. Approval applies only to the specific class and term and does not carry forward automatically. Community-subsidized rates are subject to all standard group class policies, including full-term commitment, attendance expectations, and the no-refund and no make-up provisions.

Accepted Payment Methods

• In-Person: Cash, Debit, Credit
• E-Transfer: finance@ekkomusic.ca 
• Online: Credit Card
• Auto-Payment: Credit Card on File

GENERAL POLICIES

Instructor or Ekko Cancellations

If a rehearsal is cancelled by Ekko or an instructor, Ekko will make reasonable efforts to accommodate participants. This may include:

• Rescheduling the rehearsal to an alternate date, and/or
• Providing a substitute facilitator or conductor

While Ekko will do its best to offer reasonable alternatives, rescheduled rehearsals or substitute-led sessions may not align with every participant’s availability or preferences.

When reasonable alternatives are offered, no refunds or monetary credits will be issued.

Holidays & Closures

Ekko observes statutory holidays. Lessons are not scheduled or invoiced during official closures. For questions regarding closure dates, please contact ekko@ekkomusic.ca.

Code of Conduct

Students and families are expected to treat instructors, staff, and other students with respect. Bullying, harassment, abusive language, or disruptive behavior may result in immediate termination of lessons without notice or refund.

Termination by Ekko

Ekko reserves the right to terminate lessons immediately and without notice in cases involving:

• Unsafe or toxic interactions
• Threats or acts of violence
• Significant or ongoing behavioral concerns

Termination by the Participant

If a participant withdraws from a community group:

• Within the two-week trial period → refund for unused sessions (written notice required)
• After the trial period → no refunds will be issued
• Any approved credits are subject to Ekko’s discretion and expire after 12 months of inactivity

Photo & Video Consent

Unless opted out-out writing, students and families grant Ekko permission to capture and use photos or videos for promotional, marketing, and social media purposes. Opt-out requests may be submitted in writing to ekko@ekkomusic.ca at any time.

POLICY UPDATES

Ekko Performing Arts Society reserves the right to update or amend these policies at any time.

Significant changes will be communicated in advance to students and families.