Terms and Conditions for Vocal Reel Services by The Accompanist

1. Regular Sessions — Cancellation & Rescheduling

a) Rescheduling Options

Clients may reschedule their session once only. In order to secure a new session date and retain any payments already made, the client must, within twenty-four (24) hours of notifying The Accompanist of their intention to postpone or reschedule, choose one of the following options:

i) Pay the remaining balance in full, or
ii) Pay a new deposit equal to the original deposit amount

– The new session date will not be confirmed or held until the required payment has been received in full.
– Failure to make either payment within this timeframe will result in the forfeiture of any payments previously made and the loss of the right to reschedule.

Where payment is made after the twenty-four (24) hour period, The Accompanist reserves the right to apply an additional fee of twenty percent (20%) of the total session price.

Any further requests to reschedule beyond the initial reschedule will be treated as a cancellation and will result in the forfeiture of all payments made.

a)ii) Deposit

Payment of the required deposit constitutes confirmation of the session booking. No session shall be deemed confirmed, reserved, or held until the deposit has been received in full. The Accompanist Studios accepts no responsibility for sessions released or reallocated prior to receipt of payment.

b) If a client postpones their session, they must select a new date and pay the remaining balance in full within twenty-four (24) hours of notifying The Accompanist of their intention to cancel/reschedule.
– The new date will not be confirmed until payment is received.
– Failure to pay within this timeframe will result in the loss of the right to reschedule.

c) If the client does not wish to pay the remaining balance at the time of cancellation but would like to retain the option of rescheduling, they may pay a new deposit equal to the original deposit. The original deposit remains non-refundable.

d) If a cancellation or reschedule request is made within seventy-two (72) hours of the scheduled session and the required session materials have not been submitted, this will be treated as the client being unprepared. All payments made will be forfeited.

e) If a client confirms that they are unprepared for the session, this shall also be considered a forfeiture of the session. No refund or rescheduling entitlement will apply.

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2. Discounted Sessions — Cancellation & Postponement Policy

2.a Scope

These terms apply to all vocal reels, monologue reels, headshots or combined services booked at a discounted rate, whether secured via deposit or paid in full.

2.b Discounted Reels Booked With a Standard Deposit

i) Where a discounted reel has been secured, if the client postpones - the reschedued session will revert to the full listed price

ii) A new session date must be arranged at the time of cancellation.

iii) The remaining balance must be paid within twenty-four (24) hours of:
– the client’s cancellation notice; or
– The Accompanist’s reply (if the reply is delayed).

iv) Failure to pay the balance within the required timeframe may result in:
– forfeiture of the discount;
– forfeiture of the deposit;
– cancellation of the booking at The Accompanist’s discretion.

2.c Pre-Paid Discounted Reels (Full Balance Paid Upfront)

i) If a pre-paid discounted reel is cancelled by the client, a postponement fee of fifty percent (50%) of the total prepaid amount shall apply.

ii) The postponement fee must be paid within twenty-four (24) hours of:
– the client’s cancellation notice; or
– The Accompanist’s reply (if delayed).

iii) A new session date must be agreed at the time of cancellation and is subject to availability.

iv) Failure to pay the postponement fee shall result in forfeiture of the full pre-paid amount.

2.d General Provisions

i) Discounted sessions are non-transferable and may not be reassigned.

ii) Discounts are granted at the sole discretion of The Accompanist and may be withdrawn at any time.

iii) These terms operate in addition to the general cancellation and studio policies.

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2A. Downgrading Sessions

a)  Clients may request to downgrade their booked session; however, any difference in price between the original session and the downgraded session is non-refundable under all circumstances.

b) If a client chooses to downgrade, they may do so under one of the following options:

i) Session Exchange:

The client may change their booking to another session of equal value to the original session without penalty.

ii) Joint Session Alternative:

The client may downgrade their session and allocate the remaining unused session time to a friend or colleague, provided that the additional participant books and pays for a session equivalent in duration to the time removed from the original booking. All participants are subject to the same booking and cancellation terms.

c)  Discounted Sessions:

Where the original booking was made using a promotional offer or discounted rate, any downgraded session will revert to the standard, non-discounted price of the session to which the client is downgrading. No portion of the original discount can be transferred, retained, or applied to the new session.

d) Downgrading a session does not reset, pause, or alter any existing cancellation deadlines, payment requirements, or postponement fees already applicable at the time of the request.

e)  All downgrade requests must be submitted in writing (email, text, or DM). Downgrades are only confirmed once The Accompanist has acknowledged the request in writing.

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3. Session Requirements

a) Clients must submit all required materials (backing tracks, sheet music, etc.) no later than three (3) days before the session.
– Late submissions may incur additional fees.
– If materials and/or payments are not received at least 24 hours before the session, The Accompanist may postpone or reschedule at their discretion.

b) Clients must select and confirm all audio/video takes during the session.

i) Failure to complete selections in-session will incur additional post-session editing fees in accordance with the client agreement.

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4. Revision Policy

a) Clients are entitled to one complimentary revision (reordering videos or modifying audio).

i) Additional revisions incur a fee of £105 per hour, billed in 30-minute increments.

ii) Clients who do not allow time during their session to review material forfeit the complimentary revision.

 

5. Discounts

a) Clients using discounted rates must pay outstanding fees (excluding deposit) in cash on the session date.

i) Discounted sessions are not eligible for the standard cancellation policy; if rescheduled, the full standard session fee applies.

ii) If a discounted session is cancelled, the client must rebook at full price; previous discounts cannot be reinstated.

 

6. Gift Cards

a) Clients using gift cards may reschedule once at no charge.

i) Additional rescheduling requires a new deposit, with the remaining balance due on the session date.

 

7. Pay-in-Advance Discount & Rescheduling

a) Clients who pay in advance at a discounted rate may reschedule under the following conditions:

i) With 14+ days’ notice: Client pays the difference between the discounted and standard rate.
ii) With less than 7 days’ notice: Client pays the difference and a new deposit.
iii) Within 3 days of the session and without submitted materials: All payments are forfeited; rebooking requires a new deposit and full balance on the day.
iv) No refunds or extra discounts apply following rescheduling.

 

8. Refunds

a) Deposits are non-refundable. All cancellations after deposit payment are non-refundable.

b) If The Accompanist reschedules, a refund may be granted at their discretion.

 

9. Backing Tracks

a) Requests for creation or procurement of backing tracks incur additional fees outlined in a separate agreement.

b) Payment must be made within the agreed timeframe.

 

10. Song Limitations

a)
– Spotlight Session (2.5 hours): max 5 x one-minute cuts
– Saver Session (1.5 hours): max 3 x one-minute cuts
– Short Session (1 hour): max 2 x one-minute cuts
– Shared Session: max 3 x one-minute cuts per participant

 

11. Media Usage

a) The Accompanist may use client clips for promotional purposes unless agreed otherwise in writing.

b) By booking, clients grant a non-exclusive, royalty-free licence for such usage.

12. Modification of Terms

a) The Accompanist may amend terms at any time.

i) Changes take effect immediately upon written communication.
ii) Continued use of services constitutes acceptance.

 

13. Confidentiality

a) Both parties agree to maintain confidentiality over proprietary information.

i) Breaches may result in legal action.

 

14. Governing Law

a) These terms are governed by UK law.

i) Disputes fall under UK court jurisdiction.

 

15. Severability

a) If any term is invalid, remaining terms remain enforceable.

i) Both parties shall negotiate a suitable replacement clause.

 

16. Indemnification

a) Clients indemnify The Accompanist against all claims or damages arising from misuse of the service or breach of these terms.

 

17. Assignment

a) Clients may not transfer rights or obligations without written consent.

 

18. Waiver

a) Failure to enforce any term does not constitute a waiver.

i) Waivers must be in writing.

 

19. Notices

a) Notices must be delivered in writing via personal delivery, registered mail, or recognised courier.

 

20. Survival

a) Confidentiality, indemnification, and governing law provisions survive termination.

 

21. Force Majeure

a) Neither party is liable for delays due to circumstances beyond control (e.g., natural disasters, government actions, emergencies).

 

22. Entire Agreement

a) This document constitutes the full agreement between the parties.

 

23. Non-Disparagement

a) Clients agree not to make derogatory or defamatory statements about The Accompanist.

 

24. Successors and Assigns

a) These terms are binding upon all permitted successors and assigns.