Terms and Conditions | West End Academy

West End Academy Parent Terms and Conditions
Operated by: Smart Music Studios Limited
Contact: info@westend.academy
Last updated: 26 July 2026

These Terms and Conditions apply to West End Academy classes, trials, rehearsals, performances, workshops and related activities. By registering a student, booking a trial, making payment, setting up a subscription or allowing a student to attend, the parent or legal guardian accepts these Terms and Conditions.

1. About West End Academy
West End Academy is the public-facing education brand operated by Smart Music Studios Limited. It provides performing arts training for children and young people, including acting, singing, dance, musical theatre, youth theatre opportunities and performances.

2. Registration
A student must be registered by a parent or legal guardian before attending. Families must provide accurate parent, student, emergency-contact, medical, allergy, support and consent information and tell West End Academy promptly if anything important changes.

3. Age Groups and Class Placement
Planned regular age bands are ages 4–7, 8–11 and 12+. The exact groups offered at each location depend on viable demand, staffing, venue availability and the published timetable. Placement may also take account of confidence, maturity, ability, support needs and group dynamics. West End Academy makes the final placement decision where reasonably necessary for safety, safeguarding, behaviour or the effective operation of the class.

4. Free Trials
Each child may attend one free trial in total across all West End Academy locations, subject to availability. A trial booking is not a confirmed regular place. A regular place is confirmed only after registration has been completed and the first payment or active subscription has been arranged. West End Academy may limit, change or withdraw trial availability.

5. Annual Membership and Fees
Annual membership is £600 per student for 39 term-time classes. It is paid through Wix in 12 monthly instalments of £50, normally collected on the first day of each month. The monthly amount spreads the annual cost evenly across the year, including school-holiday periods when regular classes may not run.

There is no registration fee. Where a student starts part-way through a month, the first amount will be calculated proportionately for the regular classes remaining before payments move to £50 on the first of each month.

Original interest-list families receive 15% off their first month. Additional siblings receive 10% off their membership; the first child pays the full price. Unless West End Academy states otherwise in writing, discounts cannot be combined.

West End Academy may review future fees and will give reasonable notice of significant changes.

6. Payments
Fees must be paid through the payment method provided by West End Academy. Parents and guardians are responsible for keeping payment details valid and payments up to date. If a payment fails, West End Academy may contact the family and may pause the student’s place while an overdue amount remains unpaid. Membership may be ended where fees remain outstanding.

7. Cancellation by Parents or Guardians
Membership may be cancelled by giving one full calendar month’s written notice to info@westend.academy. For example, notice received on 12 March ends membership on 30 April. Fees already paid are not normally refundable except where required by law or agreed by West End Academy.

8. Missed Classes
Family absences, including illness, holidays, personal plans or other commitments, are non-refundable. Where a suitable space exists, West End Academy may offer a make-up class, but make-ups are not guaranteed and may be at another suitable class or location.

9. Term Times and Additional Activities
Regular membership covers 39 term-time classes each membership year. Optional workshops, intensives, rehearsals, camps, performances or special projects may be offered separately and are not included unless clearly stated. Any additional charge will be explained before booking.

10. Classes Cancelled by West End Academy
If West End Academy cancels a regular class, it will aim to rearrange the class. If it cannot reasonably rearrange it, the family will receive an appropriate credit. West End Academy will give as much notice as reasonably possible.

11. Class Size and Length
Regular classes are one hour. The maximum initial class size is 15 students. Rehearsals, workshops, sharings and special projects may use different formats or group sizes where clearly communicated and safely staffed.

12. Behaviour and Conduct
Students must behave respectfully towards teachers, assistants, other students, families, venue staff and property. West End Academy uses encouragement, clear guidance and age-appropriate support. Where behaviour becomes disruptive, unsafe or significantly affects others, it will work with the family where appropriate. In serious or repeated cases, a place may be paused or ended to protect safety, safeguarding or group wellbeing.

Parents and guardians must also communicate respectfully. Aggressive, abusive, threatening, discriminatory or inappropriate behaviour will not be accepted and may result in a student’s place being paused or ended.

13. Safeguarding
West End Academy takes safeguarding seriously. Concerns should be reported to the Designated Safeguarding Lead, Harry Smith, at info@westend.academy. Where a child may be at immediate risk, West End Academy may contact the relevant authorities or emergency services. Adults working with children must meet West End Academy’s safer-recruitment and compliance requirements before attending in that capacity.

14. Health, Medical Information and Additional Needs
Parents and guardians must provide relevant medical, allergy, emergency and support information before attendance. West End Academy will consider reasonable adjustments and work with families wherever reasonably possible, but cannot guarantee every need can be met in every venue or programme. In an emergency, it may contact the parent, guardian, emergency contact or emergency services and seek emergency medical assistance where reasonably necessary. Students should not attend when unwell, contagious or unable to participate safely.

15. Arrival and Collection
Parents and guardians are responsible for safe arrival and prompt collection. Students must be collected by a parent, guardian or authorised adult unless another arrangement has been agreed in writing. West End Academy must be told in advance about collection changes. Repeated or excessive late collection may lead to an additional charge or review of the student’s place.

16. Clothing, Uniform and Belongings
Students should wear comfortable clothing and suitable footwear, tie back long hair where needed and bring a named water bottle. There is no compulsory uniform during the first term. Branded uniform may be introduced later with details given in advance. Valuable items should not be brought to class. West End Academy is not responsible for loss or damage unless caused by negligence.

17. Photography and Video
West End Academy may photograph or film classes, rehearsals and events for parent updates, records, training or promotion. Parents and guardians will be asked for consent choices. Identifiable images will not knowingly be used for public marketing where the required permission has not been provided. Families must not photograph, film or share images of other children without permission.

18. Performances and Costs
Regular classes work towards performance opportunities, including an informal parent sharing. A sharing held in the normal class hall or studio is free for attending families. A performance held in a theatre or hired performance venue may use paid audience tickets.

Students will not initially be charged a production or participation fee. Larger production costs are intended to be supported through audience tickets, sponsorship and production income. Families may be asked to provide simple clothing or costume items; any optional or additional cost will be explained in advance.

19. Venue Rules and Safety
Students and families must follow reasonable venue and safety rules, including instructions about entrances, exits, parking, toilets, waiting areas, food, equipment, fire safety and restricted areas. Procedures may differ between venues.

20. Communication
West End Academy may communicate with families by email, telephone, text message, WhatsApp or another appropriate channel. Formal information about payments, cancellations, safeguarding, policies, timetables and programme changes will usually be sent by email. Families are responsible for keeping contact details current and reading important communications.

21. Data Protection
West End Academy collects and stores information needed to operate safely and professionally, including registration, emergency, medical, attendance, consent, payment and communication records. Information is used for legitimate Academy purposes and handled in accordance with the published Privacy Notice. It is not sold to third parties.

22. Liability
West End Academy will take reasonable care to provide safe, professionally managed activities. Performing arts activities involve physical movement. West End Academy is not responsible for injury, loss or damage unless caused by negligence, breach of legal duty or failure to take reasonable care. Nothing in these Terms limits liability that cannot legally be excluded.

23. Complaints
Concerns should be raised promptly by emailing info@westend.academy. West End Academy will aim to respond within a reasonable timeframe and handle concerns fairly and professionally.

24. Changes to These Terms
West End Academy may update these Terms as its programmes and operations develop. Families will receive reasonable notice of significant changes. Continued participation after updated terms have been shared will be treated as acceptance where legally appropriate.

25. Acceptance
By registering a student, booking a trial, arranging payment or allowing attendance, the parent or guardian confirms that they have read and understood these Terms, provided accurate registration and safety information, accepted the payment and cancellation arrangements, and agreed to follow West End Academy policies and reasonable procedures.