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Booking, Cancellation, Make-Up Policy, and Last-Minute Sign Ups

I only have so much time in the day, and every time slot is valuable to me. Therefore, I need to make sure that clients are committed to working with me when they schedule appointments. I believe this is fair, since I am committing my time to them. This has led me to institute the following policies for my business.

Booking Policy

If you are interested in working with me for private lessons, we will need to set up an appointment. Once we’ve agreed on a time slot, I will place a temporary hold on that slot for you until you confirm the appointment by paying a non-refundable deposit. I will send an invoice through email with half of the price of the session.

For scheduled appointments more than seven days out, the temporary hold will last two business days. In order to confirm the appointment, you will need to pay the non-refundable deposit (half the class fee) by 6:00 pm CST on the second day. (Example, if the time slot is picked on Monday, you will have until Wednesday 6:00 pm to confirm with payment.) If the chosen time slot is within one week, however, you will have until 6:00 pm on the next day to confirm. Once the payment is made, the time slot is yours. If no confirmation is forthcoming in the allotted time, the appointment will be canceled.

This non-refundable deposit is good for one calendar month, starting the day of the scheduled appointment. If the appointment needs to be moved, the deposit will apply to the new appointment, provided that the appointment is within the calendar month. If the calendar month passes and the appointment is not complete, the deposit is lost, and another deposit will be required for a new appointment. (For example, if the originally-scheduled appointment was May 5, the deposit can be applied to new appointments through June 4. With the arrival of June 5, the deposit is forfeit.)

The remainder of the class fee will need to be paid prior to the start of the class. If the session is to be in a home or at Atonement Lutheran Church, check or cash will work upon arrival. If the session is to be over Skype, a second invoice will be sent for the remainder of the fee, which needs to be paid prior to starting class (alternately, you could choose to pay the entire balance at the time of the deposit).

Cancellation Policy

I understand that certain circumstances may require a cancellation. I ask that clients understand that time slots are income for me. Therefore, I have the following cancellation policy.

Cancellation of Private Session: If a client cancels class, a new class will need to be scheduled. If the cancellation happens more than 48 hours before the scheduled start time of the class, the deposit ($25) will be applied to the new session, provided that the new session falls within the calendar month after the initial time slot. If the cancellation happens within 48 hours of the start time of the class, the deposit is used to cover the cancellation fee, since filling the spot with a new client at such a late date is unlikely.

Make-Up Policy

Make up sessions place me in a little more difficult situation as I need to spend another session for the make-up class. So that I can be compensated, yet still keep services affordable, I have the following policy regarding make-up sessions.

Make-Up Package Class: When someone schedules a private package, they buy four time slots. If a class is missed, we will need to schedule a make-up class. If the cancellation happens more than 48 hours before the scheduled class time and the class is a private class, we can simply pick another time for the make-up session for no additional fee. If the cancellation happens within 48 hours of the class start time, there is a $25 cancellation fee, since it is unlikely I will be able to fill that time slot. The $25 cancellation fee needs to be paid before the start of the next class. If it is not, then that class will neither be made up nor a partial refund issued.

If a person is part of a group package, there is no cancellation fee (since I will be at the group class anyway). If a make-up class is desired, it will need to happen before the next scheduled class time, and it will cost $20.

(Note that the entire Package needs to be complete within two calendar months, starting from the first class. Any classes that fall outside of that time frame are considered not used and are not eligible for refund.)

Last-Minute Sign Up

The prices listed are for sign ups that occur more than 48 hours in advance. “Last-minute” sign ups that require services within 48 hours of the time-slot offering can require an additional fee of $10.

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