Terms and Conditions for Vocal Reel Services by The Accompanist

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Rescheduling, Deposits & Late Payment Policy

1. RESCHEDULING OF BOOKINGS

1.i) Where a Client requests to reschedule an existing booking, The Accompanist Studios (hereinafter referred to as “the Studio”) may, at its discretion, authorise the transfer of the booking to an alternative date, subject to availability and the provisions of these Terms & Conditions.

1.ii) In order to proceed with an approved rescheduling request, the Client shall be required to select one of the following payment arrangements:

1.iii) Option A — Payment of a New Deposit

a) The Client shall pay a new deposit of £50.00 to secure the rescheduled appointment.

b) Upon receipt of the deposit, the Client shall be entitled to request one further rescheduling without incurring an additional rescheduling charge, subject to availability and the applicable notice requirements. 

c) The original remaining balance relating to the session shall remain payable in accordance with the agreed booking terms.

1.iv) Option B — Payment of the Outstanding Balance

a) The Client may alternatively elect to settle the full outstanding balance of the original booking.

b) Upon receipt of the outstanding balance, no further session balance shall be payable on the date of the rescheduled appointment.

c) Where the Client subsequently requests a further rescheduling, a new deposit and any applicable session charges shall become payable, subject to these Terms & Conditions and applicable consumer law.

2. PAYMENT DEADLINES

2.i) The Client shall be required to make the payment specified under their selected rescheduling arrangement within 24 hours of receiving written notification of the available options.

2.ii) No rescheduled appointment shall be deemed confirmed or contractually secured until the Studio has received the required payment.

2.iii) Where payment is not received within the stipulated period, the Studio reserves the right to release any provisionally allocated appointment without further notice.

3. LATE PAYMENT ADMINISTRATION CHARGES

3.i) Where the Client fails to make the required payment within the prescribed 24-hour period, an additional administration charge of £15.00 shall apply.

3.ii) The administration charge shall be payable in addition to any outstanding deposit, session balance or other applicable charges.

3.iii) All outstanding amounts, including the administration charge, must be settled in full before the Studio confirms a rescheduled appointment.

3.iv) The administration charge is intended to reflect the reasonable administrative costs associated with managing overdue rescheduling arrangements and shall be subject to applicable consumer protection legislation.

4. SUBSEQUENT RESCHEDULING REQUESTS

4.i) Any subsequent request to amend an agreed appointment shall be subject to the conditions attached to the Client's original rescheduling arrangement.

4.ii) The Studio reserves the right to decline further rescheduling requests where permitted by the booking agreement and applicable law.

4.iii) Where further charges are applicable, such charges shall be reasonable and proportionate to the administrative costs or losses arising from the requested amendment.

4.iv) No additional entitlement to rescheduling shall arise unless expressly provided for under these Terms & Conditions or agreed in writing by the Studio.

5. APPOINTMENT AVAILABILITY

5.i) All rescheduled appointments shall remain strictly subject to the Studio's availability.

5.ii) The Studio shall be under no obligation to reserve or maintain the availability of any proposed appointment date pending receipt of the required payment.

5.iii) An appointment shall be considered confirmed only upon receipt of the applicable payment and the issuance of written confirmation by the Studio.

6. ACCEPTANCE AND APPLICATION OF TERMS

6.i) These provisions shall form part of the Studio's contractual Terms & Conditions where they have been properly communicated to and accepted by the Client before the relevant booking agreement was concluded.

6.ii) Any rescheduling arrangement agreed between the Client and the Studio shall be governed by these provisions, together with any other applicable terms of the original booking agreement.

6.iii) The Studio reserves the right to amend these Terms & Conditions for future bookings. Any such amendments shall not retrospectively alter the terms of an existing agreement without the Client's consent.

6.iv) Nothing contained within these Terms & Conditions shall exclude, restrict or otherwise prejudice any statutory rights available to the Client under the Consumer Rights Act 2015 or other applicable legislation.

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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) no later than 24 hours before the session.
– Late submissions will incur an additional fee of £10 per track.
– If materials and/or payments are not received at least 24 hours before the session, The Accompanist may postpone or reschedule at their discretion and the deposit or full amount paid will be forfeited.

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.