NCA Dance Studio

PROGRAM PARTICIPATION AGREEMENT

NCA Dance Studio operates as a nonprofit organization dedicated to youth enrichment, arts education, and community programming. This agreement outlines expectations, participation requirements, financial responsibilities, and organizational policies.

 Section 1: Nonprofit Disclosure

NCA Dance Studio operates as a nonprofit organization providing youth enrichment, arts education, and community programming. Program participation payments support the organization’s charitable mission and operational expenses.

Because families receive program services and benefits in exchange for participation, these payments are generally not considered tax-deductible charitable contributions under IRS guidelines. Only amounts contributed in excess of the fair value of services received, or designated optional donations, may qualify as charitable contributions as permitted by law.

Families are encouraged to consult their personal tax professional regarding deductibility. Donation receipts will be issued when applicable.

Section 2: Program Policies

Attendance & Participation

Consistent attendance is required for all enrolled participants. Three (3) or more unexcused absences within a program cycle will result in removal from the program and forfeiture of the enrolled placement in order to maintain program quality, safety, and fairness to waitlisted participants.

Excused absences must be submitted in advance to attendance@ncadance.com. Requests submitted through text messaging, social media platforms, to team moms/coaches, or third-party messaging applications will not be accepted. Absences submitted after a class has occurred or without a valid reason may be recorded as unexcused.

Re-enrollment after removal is not guaranteed and is subject to space availability and administrative approval.

Sportsmanship & Conduct

NCA is committed to fostering a respectful, positive, and inclusive environment. Dancers, families, and guests are expected to demonstrate appropriate language, behavior, and positive representation of the organization at all times, including online.

Behavior that undermines program integrity, disrupts instruction, or reflects poorly on the organization may result in corrective action up to and including suspension or removal.

Anti-Bullying Policy

Bullying, harassment, intimidation, or discriminatory behavior is not tolerated in any form, whether in person, online, or through electronic communication. Incidents will be reviewed by NCA leadership and addressed appropriately to maintain a safe environment.

Mandatory Performances & Events

Participation in (6) scheduled performances, community events, and designated program activities is required. Late arrival or absence from required events may impact participation eligibility.

Additional performances may be added throughout the season with reasonable notice.

Dance Intensives & Special Training

Certain age groups and program levels may be required to participate in designated intensives, workshops, or special training opportunities as part of program development.

Fundraising Requirement, Buyout Option & Studio Credit Fundraisers

Participation in designated fundraising activities is a required component of program enrollment and supports program sustainability, scholarships, equipment, community events, and operational needs.

Each family must either actively participate in required fundraising activities or elect a mandatory buyout option in lieu of participation. One of these two options must be completed for each required fundraising cycle in order to remain in good standing with the program.

NCA may designate certain fundraisers as program-wide fundraisers, where proceeds support the organization as a whole and are not allocated to individual participant accounts.

NCA may also designate certain fundraisers as studio credit fundraisers, where approved net proceeds may be applied as a credit to the participating dancer’s studio account for eligible program-related expenses such as costumes, uniforms, competition fees, or approved program costs. Studio credits have no cash value, are non-transferable, may not be redeemed for cash, and expire upon withdrawal from the program unless otherwise stated.

Program-wide fundraising proceeds may be used to support general operating expenses, program sustainability, infrastructure needs, and financial recovery obligations incurred in support of the organization’s mission.

Studio credits are not charitable donations and are not tax-deductible.

Fundraising schedules, participation expectations, minimum requirements, and buyout amounts will be communicated in advance for each fundraising cycle.

Families are financially responsible for any fundraiser merchandise, tickets, or materials issued to them and not returned in sellable condition.

Failure to fulfill fundraising participation or buyout obligations may result in administrative fees, suspension of participation, or account review until resolved.

Parent Presence During Practice

Due to limited space and instructional needs, parents and spectators are not permitted to remain inside the studio during scheduled classes. Families may observe the final portion of class when permitted by staff.

Communication Expectations

Official program communication occurs through designated platforms including email and the BAND app. Families are responsible for maintaining accurate contact information and reviewing posted updates, schedules, and announcements. Messages sent through social media platforms are not considered official communication channels.

Behavioral Expectations

NCA reserves the right to address conduct that interferes with program safety, learning environment, or organizational values. Behavior inconsistent with these expectations may result in participation limitations or removal when necessary to protect the program community.

Program Conduct Enforcement

NCA reserves the right to address conduct by dancers or parents that interferes with safety, learning environment, organizational values, or community standards. Corrective action may include warnings, suspension, or removal when necessary.

Acknowledgment

By agreeing to this section, you acknowledge that participation in the NCA program is a privilege and that adherence to these policies supports a safe, respectful, and positive experience for all participants.

 Section 3: Financial Policies

Registration Fee

A non-refundable annual registration fee per family is required to enroll or continue participation. This fee supports administrative processing, insurance coverage, communication systems, website maintenance, and enrollment management.

Program Participation Payments

Program participation payments support the organization’s nonprofit mission and operational expenses including facility use, instructional staffing, insurance, equipment, scholarships, administrative services, and program development.

Program payment amounts are established annually and communicated through published enrollment materials or written confirmation at the time of registration. Families enrolled under previously established pricing may remain grandfathered at their approved rate in accordance with organizational policy.

Because participation includes program services and benefits, these payments are generally not tax-deductible charitable contributions. Families should consult their tax professional for individual guidance.

Program payments are not prorated for missed classes, personal absences, holidays, or studio closures. Make-up classes are not guaranteed and scheduling substitutions are not permitted.

Practice Attire & Uniform Costs

Required practice attire and performance uniforms are purchased separately and are not included in program participation payments. Costs and ordering timelines will be communicated in advance.

Performances, Events & Travel Costs

Certain events may require additional expenses including costumes, entry fees, and travel. Families are responsible for their own travel arrangements and spectator admission unless otherwise stated.

Payment Processing & Due Dates

Payments are processed through the organization’s approved payment processor. Automatic payments may be required. Families are responsible for maintaining valid payment information on file.

Late or declined payments may result in administrative fees and temporary suspension of participation until balances are resolved.

Late Payment Fees

Payments not received or successfully processed by the scheduled due date are subject to administrative late fees as follows:

• Payments received between the 10th and the 15th of the month will incur a $10 late fee

.• Payments received on or after the 16th of the month, including declined or unresolved automatic payments, will incur a $50 late fee.

Outstanding balances and applicable late fees must be resolved in order for continued participation. NCA reserves the right to charge late fees and outstanding balances to the payment method on file in accordance with organizational policy.

Withdrawal Notice Timeline

Written notice of withdrawal must be submitted by email to Stephanie@ncadance.com no later than the 20th calendar day of the prior month in order to avoid charges for the upcoming billing cycle. This timeline allows sufficient processing time for automatic payment adjustments.

Withdrawal notices received after the 20th of the month will result in financial responsibility for the following month, as scheduled payments may already be in processing.

Enrollment concludes at the end of the final paid billing cycle. Re-enrollment is subject to space availability and administrative approval.

Refund Policy

Program fees, registration fees, uniforms, costumes, and related expenses are generally non-refundable once services, materials, or financial commitments have been initiated.

Payment Authorization & Financial Responsibility

By agreeing to this section, families authorize NCA to charge the payment method securely stored on file for approved program fees, late fees, and outstanding balances in accordance with organizational policy.

Families agree to remain financially responsible for all program obligations while enrolled. Accounts not in good standing may result in participation suspension.

Automatic Payment Authorization & Billing Terms

By selecting the automatic payment option, I authorize NCA Dance Studio to charge the payment method securely stored on file for recurring program participation payments on the 5th calendar day of each month.

It is the responsibility of the account holder to maintain a valid email address and current payment method on file. If an automatic payment is declined, Square will automatically notify the account holder by email. NCA is not responsible for individual payment reminders or declined payment notifications.

If a payment remains unresolved after a decline notification, NCA reserves the right to manually process the outstanding balance on or after the 15th of the month, at which time a $50 late fee will apply in accordance with the Late Payment Fees policy.

Failure to maintain valid payment information or resolve declined payments may result in temporary suspension of participation until the account is brought current.

SECTION 4: LIABILITY WAIVER, MEDICAL RELEASE, & MEDIA CONSENT

Assumption of Risk & Release of Liability

I understand that participation in dance instruction, rehearsals, performances, travel, and related activities involves inherent risks including, but not limited to, physical injury, illness, accidents, or property damage. I voluntarily assume all such risks associated with participation.

On behalf of myself and my child, I hereby release, waive, and discharge NCA Dance Studio, its directors, officers, employees, contractors, volunteers, sponsors, facilities, and affiliated organizations from any and all claims, demands, liabilities, actions, or causes of action arising out of or related to participation in program activities, including travel to and from events, except to the extent caused by gross negligence or willful misconduct as defined by law.

Third-Party Facilities & Venue Use

I understand that NCA Dance Studio programs, rehearsals, practices, performances, and events may take place at third-party facilities, including but not limited to school campuses, school district facilities, theaters, gyms, community centers, outdoor venues, and other partner locations not owned or operated by NCA.

Medical Authorization

In the event of illness or injury, I authorize NCA representatives to obtain emergency medical treatment for my child if I cannot be reached. I understand that I am financially responsible for any medical expenses incurred.

I confirm that my child is physically capable of participating in dance activities and that I will notify NCA in writing of any medical conditions, allergies, or limitations that may affect participation.

Photo & Video Release

I grant permission for NCA Dance Studio to photograph, record, and use images, video, and audio recordings of my child for educational, promotional, marketing, social media, website, and archival purposes without compensation. I understand that these materials become the property of NCA.

Personal Property

NCA Dance Studio is not responsible for loss, theft, or damage to personal belongings brought to practices, performances, or events.

Transportation, Supervision & Check-In/Check-Out Acknowledgment

I understand that unless otherwise expressly stated in writing, NCA Dance Studio does not provide transportation to or from practices, performances, competitions, or events. Parents and guardians remain responsible for transportation arrangements and supervision outside of scheduled program activities.

During events, designated volunteers, including team parents, may assist with general supervision and group coordination. However, parents and guardians remain ultimately responsible for their child’s supervision, behavior, and whereabouts at all times.

Parents and guardians are responsible for checking dancers in and out with designated staff or volunteers at events when required. NCA Dance Studio, its staff, and volunteers are not responsible for monitoring unauthorized departures, early pickups, or situations where a dancer leaves an event without proper check-out or without parental notification.

If a parent or guardian removes a dancer from an event without notifying staff or volunteers, NCA shall not be responsible for the dancer once they have departed the designated supervision area.

Parents acknowledge that failure to remain reachable by phone during events may limit the ability of staff or volunteers to confirm early departures or address time-sensitive situations.

SECTION 5: PARTICIPANT MEDICAL & EMERGENCY INFORMATION

To support participant safety and emergency preparedness, families are required to provide accurate and up-to-date medical and emergency contact information.

This information will be used solely for safety, emergency response, and program support purposes.

Families are responsible for notifying NCA in writing if any medical information, allergies, or emergency contact details change during the season.

SECTION 6: SIGNATURE & LEGAL ACKNOWLEDGMENT

By signing electronically below, I acknowledge that I have carefully read, understand, and agree to all sections of this Program Participation Agreement.

I understand that my electronic signature is legally binding and carries the same force as a handwritten signature.

I certify that I am the parent or legal guardian of the participant and am authorized to enter into this agreement on their behalf.

I acknowledge that participation involves physical activity and assume responsibility for my child’s conduct, safety, and compliance with program rules.

I understand that NCA reserves the right to modify policies as necessary to support program operations and safety, with reasonable notice when applicable.

I agree to follow established communication procedures and maintain respectful conduct with staff and community members.