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Terms and conditions - effective from 1 September 2025

Updated: July 2025

These terms and conditions form the basis of the contract between Hertfordshire Music Service (‘HMS’) and customers (‘you’) (the 'Contract'). You agree that these terms and conditions apply to the delivery of the services under the Contract, and you must comply with the following policies (where applicable):

HMS reserves the right to vary these terms and conditions at any time upon reasonable written notice to you. 

1. Sessions

  1. HMS aims to offer up to 33 instrumental lessons over the three-term HCC school academic year either face to face or via a virtual learning platform.
  2. Due to the uneven length of school terms, the number of lessons/sessions scheduled in each term may vary i.e. the number of lessons billed (refer to ‘Fees’) may not equate to the number of lessons scheduled.
  3. For ensemble tuition, (e.g. music centre bands, ensembles and choirs) HMS will aim to offer a minimum of 30 sessions over the academic year either face to face or via a virtual learning platform (except for County Groups).
  4. For centre ensembles and County Groups, a schedule of sessions for the year will be provided in advance. 
  5. Attendance at all sessions is expected. Attendance records are kept for invoicing and record keeping and used as the source of information for any queries about accounts.

2. Fees

  1. If you are invoiced by the pupil’s school, you should direct any queries relating to the invoice to the relevant school.
  2. HMS will invoice for 12 instrumental/ vocal lessons in the autumn term. You will be invoiced for either 10 or 11 lessons in the spring and summer terms, as the total lessons scheduled changes due to Easter. During the summer term we review the number of lessons scheduled against those invoiced across the year and we will adjust your account accordingly.
  3. You will be invoiced termly, in advance, and you must pay the invoice within 14 days of the date on the invoice. You can find details on how to pay on your invoice.
  4. During a pupil’s first term of learning only, lessons will be calculated pro rata and charged from the date of the first lesson. Lessons may begin before an invoice has been issued but failure to make payment for these lessons will result in the immediate cancellation of tuition and you will still be liable for the cost of tuition already received.
  5. Fees for memberships (e.g. music centre bands, ensembles, and choirs) are invoiced as a flat termly fee except in a pupil’s first term of membership only where a 50% discount may be applied where membership begins after a half term break.
  6. You should contact HMS immediately if you are in financial difficulty.
  7. Failure to make payment will result in the cancellation of tuition.
  8. Fees are reviewed annually.

3. Teaching

  1. Teaching is normally given in individual, shared or group lessons, based on age, instrument and musical progress.
  2. The lesson types offered are:
    • individual 20 minute lesson
    • individual 30 minute lesson
    • shared 30 minute lesson (two pupils)
    • group 30 minute lesson (3-6 pupils)
  3. We may offer other lesson types at music centres, or in agreement with schools at their request
  4. A standard group lesson is for 30 minutes and will consist of between 3 and 6 pupils.
  5. The size and membership of a group may be subject to change without notice (e.g. due to differing rates of progress).
  6. When a group 30-minute lesson reduces to just two pupils, unless a suitable pupil is immediately available to replace the leaver, then the lesson will be offered in the next academic term as a shared 20-minute lesson, charged at the same fee as a group 30-minute lesson. We will charge you the group 30-minute lesson rate for the remainder of the current academic term for the remaining lessons.
  7. When a shared or group lesson reduces to just one pupil, unless a suitable pupil is immediately available to replace the leaver/s, the lesson will be offered in the next academic term as an individual 20 or 30 minute lesson, charged at the appropriate individual lesson fee. You can also request to remain on the waiting list until HMS can integrate other pupils to make a viable group or shared lesson. We will charge you the group 30-minute lesson rate for the remainder of the current academic term for the remaining lessons.
  8. When a pupil is enrolled for a group or shared lesson and no other suitable pupils are available to commence the requested lesson, you may be offered an individual 20 or 30 minute lesson, charged at the appropriate individual lesson fee. You can also request to remain on the waiting list until HMS can integrate other pupils to make a viable group or shared lesson.
  9. HMS will not give tuition to a pupil who receives lessons on the same instrument from another (non-HMS) teacher.
  10. HMS reserves the right to change the HMS teacher, either temporarily or permanently without notice.
  11. Progress is monitored continuously.

4. Time of lessons

  1. Lessons delivered at a school usually take place during the school day.
  2. Parents/carers accept that this will usually result in a pupil being withdrawn from their normal school classes for the duration of the lesson.
  3. The HMS teacher will agree a time and day for regular instrumental lessons in advance of lessons commencing.
  4. The HMS teacher is not responsible for escorting children to/from lessons, although the HMS teacher will make every effort to ensure attendance is consistent.
  5. Pupils at secondary school are responsible for monitoring the relevant school notice board or digital alternative to confirm the day and time of their lesson each week and HMS teachers will endeavour to accommodate the scheduling requests of each school.
  6. Lessons and activities at music centres will usually take place outside school hours except for home educated children and adults when lessons may be taught during the day by arrangement.

5. Commencement

  1. Lessons, and memberships will begin as soon as possible following receipt of a completed registration form. Your child will be placed on a waiting list whilst tuition is arranged.
  2. Membership of some bands, choirs and ensembles is determined by teaching staff and an audition may therefore be required.
  3. Trial instrumental lessons are not offered unless they form part of an authorised special promotion. Separate terms and conditions may apply for special promotions.
  4. Trial sessions for ensembles, bands and choirs may be offered by HMS music centres.
  5. You must advise HMS in writing as per clause 11.5, if you no longer wish your child to be on the waiting list for any tuition you register for.

6. Supervision

  1. HMS only accepts responsibility for pupils during HMS lesson/session time. At all other times, responsibility lies with the school or parents/carers.

7. Instruments / accessories

  1. You agree to provide instruments, music and accessories as required. HMS hire instruments may be available - separate terms and conditions apply).

8. Liability

  1. HMS does not accept any liability for loss or damage to pupil's instruments or personal possessions.
  2. It is advisable to arrange appropriate insurance for these items, often available under existing contents insurance policies or via specialist insurers.

9. Behaviour

  1. Pupils are expected to behave in a responsible and courteous manner at all times, to attend lessons regularly and to practise between lessons.
  2. Failure to adhere to the HMS Behaviour Policy may result in tuition being withdrawn. No credits will be given in these circumstances.

10. Missed lessons

  1. Where the number of lessons scheduled differs from the number of lessons invoiced a credit/debit will be applied in the summer term.
  2. We require at least one week’s written notice to reschedule a lesson to be given to the HMS teacher. If this required written notice is not given to the HMS teacher, no credit will be due.
  3. Whilst every effort will be made to accommodate parent/carer requests to reschedule, if a lesson cannot be rescheduled by the HMS teacher within the academic year, no credit will be due.
  4. Lessons missed by pupils without good reason not caused by the school or HMS including, but not limited to, short term sickness, forgetfulness, clashing commitments, school trips and activities, poor pupil internet connection or a pupil’s faulty device etc. will not be made up or credited.
  5. When an HMS teacher misses a lesson for reasons such as illness or travel delay, poor teacher internet connection or teacher device issues etc. they will either reschedule the session within the academic year or a credit will be applied.
  6. Rescheduled lessons may be scheduled in a different term to the original missed lesson but will be in the same academic year.
  7. HMS will endeavour to provide a cover teacher in cases of extended staff absence, although this cannot be guaranteed.
  8. Credits cannot be given for termly membership fees (e.g. ensembles or County Activities).
  9. Where lessons take place in a school, the school will provide notification to the HMS teacher at the start of each term of any days where: 
    • pupils will be unavailable for a lesson due to a school commitment, or
    • a suitable room/space at the school will be unavailable.
    • These lessons will be rescheduled within the academic year, or a credit will be applied if rescheduling is not possible.
  10. If a lesson venue closes due to an emergency or closure of a school (full or partial) due to an event outside HMS control (e.g. force majeure, a pandemic, flooding, heavy snow or industrial action), provided arrangements can be made in time, lessons and membership activities may be moved online. In the event that lessons and membership activities cannot be moved online, no credit will be due. 
  11. In exceptional circumstances, at HMS’s absolute discretion, where online lessons cannot take place for exceptional specific reasons, including but not limited to where a pupil has a SEND condition that makes online tuition unsuitable or a family has no internet access, these lessons will either be rescheduled where reasonably practicable or credits will be applied on a case by case basis. For the avoidance of any doubt, where lessons are rescheduled, no credits will be due to you.

11. Withdrawal or changes

  1. Lessons, ensemble tuition and memberships will continue term-on-term and year-on-year until written notice to withdraw from lessons, ensemble tuition or memberships is received.
  2. A pupil may only withdraw from lessons, ensemble tuition or a membership at the end of a term with written notice.
  3. A pupil may usually only change the duration or lesson type from the start of a new term with written notice. 
  4. Any notification by pupils or the parent / carer(s) directly to an HMS teacher or the school will not be accepted.
  5. Written notice for withdrawals and / or changes to lessons must be requested via the online withdrawal form or the online change form, on the HMS website or by sending notice to the relevant email address detailed in Section 12.
  6. Written notice for any withdrawals or changes to HMS tuition must be received by the beginning of the upcoming half term break (i.e. if you wish to withdraw and or make changes for the start of the spring term notice must be received by the autumn half term break) – Hertfordshire term dates.
  7. If the number of lessons scheduled differs from the number of lessons invoiced at the point that lessons cease, HMS will credit for lessons not scheduled and reserves the right to charge for any additional lessons scheduled.

12. Contact details

  1. All requests to change lesson durations or types, or notice to terminate HMS tuition must be requested through the online withdrawal form on the HMS website or by sending to the relevant email address detailed in 12.7.
  2. Invoice queries should be raised using the online query form invoice query form or sent in writing by post to the address in 12.5.
  3. Requests to change lessons or notices to terminate lessons and/or invoice queries will not be accepted if communicated to the HMS teacher directly, the school or via any third party application.
  4. Written notice for withdrawals should be requested on-line as in 12.1 but may also be sent to our central office: FAO: Customer Service support team - Withdrawal notice, Central Office, Mid Herts Centre for Music and Arts, Birchwood Avenue, Hatfield, AL10 0PS.
  5. Notice date for withdrawals, sent to the central office, will be the Royal Mail postmark on the envelope minus one working day. HMS accepts no responsibility for notifications lost in the post; it is your responsibility to ensure all steps have been taken to ensure the secure arrival of the withdrawal notice.
  6. Please include your child’s name, instrument, lesson received and where they normally have their lesson (at a school or music centre), to:

13. Licensing

  1. Certain public events need to be logged under Child Licensing Legislation. This requires us to submit to the Child Entertainment Officer for Hertfordshire County Council the name, address and date of birth of any performer at events that meet the requirements for a Licence. Usually this is an event for which tickets are sold, where it is held in licensed premises or a recording.

14. Health and safety

  1. Whilst every care is taken to ensure the health and safety of your child, whilst on a site used by HMS for delivering music tuition, HMS is only responsible for supervising your child when in a lesson or activity.
  2. We are not able to provide general supervision at other times. Therefore, students remain in the care of accompanying adults and school teachers before and after lessons or activities.
  3. Health and safety is a joint responsibility, so please bring to our attention anything that may give you cause for concern.
  4. Access to basic first aid provision and a way to call for assistance is available at all music centre sites.

15. Music Centre Ensemble Membership

  1. The Music Centre Ensemble Membership allows an individual pupil to attend two or more music centre ensembles for an inclusive termly fee.
  2. Fees for membership of any County Groups are not included in the Music Centre Ensemble Membership and will be charged in addition.
  3. The Music Centre Ensemble Membership fee will be reviewed annually.
  4. The Music Centre Ensemble Membership fee replaces all individual music centre ensemble fees.
  5. Once the Music Centre Ensemble Membership is processed, a 100% discount will be applied to fees for any music centre ensemble the specified pupil attends.
  6. It is your responsibility to apply for a Music Centre Ensemble Membership when your child attends two or more music centre ensembles.
  7. HMS staff will endeavour to process an application for the Music Centre Ensemble Membership only where a pupil attends two or more music centre ensembles, however this cannot be guaranteed.
  8. As a courtesy, HMS staff will endeavour to contact you if your child is attending two or more music centre ensembles to suggest that an application for a Music Centre Ensemble Membership may be suitable.
  9. You can apply to join additional ensembles, that are suitable for your child to attend, at any time.
  10. If a music centre ensemble is not suitable for your child, HMS staff will offer options for alternative ensembles where possible.
  11. Any decision made by HMS staff about the suitability of a music centre ensemble for any pupil is final.
  12. The Music Centre Ensemble Membership applies to an individual pupil only and cannot be shared with another pupil.
  13. The Music Centre Ensemble Membership is subject to the withdrawal or change conditions set out in Section 11.

16. Right to cancel

  1. You have the right to cancel this contract within 14 days without giving any reason.
  2. The cancellation period will expire after 14 days from the day we send you our ‘Welcome email’.
  3. To exercise your right to cancel you must inform us clearly, via the HMS withdrawal form or by telephone at 01438 844851, of your decision to cancel. To meet the cancellation deadline, you only need to send us your communication to cancel before the cancellation period expires.
  4. If you agree to receive any services during the cancellation period then you must pay us for those services in line with our fee structure, including a proportionate part of any ensemble or membership charged at a flat fee for the term, though you will not lose your right to cancel the contract.
  5. If you cancel the contract within the cancellation period, we will reimburse you any fees you have already paid within 14 days of receipt of your notice of cancellation, excluding any cost of services received during the cancellation period.

Archived terms and conditions 

Please find below the archived version of the terms and conditions that were live from 1 September 2024 to 31 August 2025. These are for information only and do not form any part of the contractual agreement between you and Hertfordshire Music Service post 1 September 2025.

 Archived music lesson and ensemble terms and conditions - 1308202