Summer Camp Parent Agreement & Waivers
Thank you for enrolling your child in a Summer Camp at Piano Lab and/or The Asheville Conservatory of the Arts (ACOA). Please review the following policies and agreements carefully. Completion of registration indicates acceptance of these terms.
1. Liability Release & Assumption of Risk
While ACOA & Piano Lab will make every reasonable effort to maintain a safe and supportive environment, participation in activities always involves some level of risk.
By enrolling their child in a summer camp program, parents or guardians acknowledge that camp activities—including piano instruction, rhythm instruments, movement activities, group musical participation, art projects, and the use of studio equipment and materials--may involve normal risks such as minor injury, accidental falls, or other unforeseen incidents.
Parents or guardians voluntarily assume these risks on behalf of their child and agree to release and hold harmless ACOA & Piano Lab, its owners, instructors, staff, and volunteers from liability for illness, injury, loss, or damage that may occur during participation in camp activities or while on studio premises, except in cases of gross negligence.
2. Medical Authorization & Emergency Care
Parents or guardians certify that the medical and health information provided during registration is accurate to the best of their knowledge.
In the event of illness or injury during camp, parents authorize staff of ACOA & Piano Lab to provide basic first aid and to seek emergency medical care if necessary.
If a parent or guardian cannot be reached immediately, they authorize emergency medical personnel to provide appropriate treatment for their child. Parents or guardians agree to assume responsibility for any medical expenses incurred.
3. Illness Policy
Campers who are ill or exhibiting symptoms of contagious illness should remain at home.
If a child becomes ill during camp hours, parents or guardians will be contacted and asked to arrange prompt pickup.
4. Behavior & Participation Expectations
Campers are expected to participate respectfully and safely in all camp activities and to follow the guidance of instructors and staff.
Extremely disruptive, unsafe, or inappropriate behavior may result in dismissal from the camp program at the discretion of the staff. In such cases, tuition refunds will not be provided.
5. Drop-Off & Pick-Up Responsibility
Parents or guardians are responsible for timely drop-off and pick-up of their child at the designated camp times. Children will only be released to parents, guardians, or individuals authorized during registration. Identification may be required when picking up a camper.
Supervision & Arrival Policy
Supervision of campers bv ACOA & Piano Lab staff begins at the official start time of the camp session and ends at the designated camp dismissal time unless the family has specifically arranged and pays for early drop-off or late pickup, in which case, those scheduling parameters apply. Parents or guardians are responsible for their child's supervision before drop-off and after pick-up.
Campers should not be left unattended outside the facility prior to the start of camp, and prompt pick-up at the end of the camp day is expected.
6. Personal Property
Campers should avoid bringing valuable personal items to camp unless necessary for participation. ACOA & Piano Lab are not responsible for lost, stolen, or damaged personal belongings brought to camp.
7. Photo & Media Release
ACOA & Piano Lab may occasionally photograph or record groups of students during summer camp activities, classes, performances, or related events.
These images or recordings may be used for outreach and promotional purposes, including the studio website, social media, printed materials, and other marketing.
No student names will be published in connection with these images without the express written consent of a parent or legal guardian.
ACOA & Piano Lab will never publish or distribute photographs, recordings, or likenesses of individual students—especially minors—in a manner that identifies them personally without prior written permission from a parent or legal guardian.
8. Financial Agreement & Refund Policy
Tuition & Payment
A non-refundable deposit of $75 is required to reserve a student's place in a summer camp session. This deposit secures the camper's spot and is applied toward the total camp tuition.
Registration is not considered complete until the deposit has been received through the studio's online registration system.
The remaining tuition balance is due no later than 30 days prior to the camp's start date. Any registrations made within 30 days of the camp start date require full payment at the time of registration.
Non-Refundable Deposit
The $75 deposit is non-refundable and covers administrative and staffing costs associated with reserving a place in the program.
Payments are made through the studio’s online registration system.
Cancellation & Refund Policy
• More than 30 days before camp begins: Full refund minus the non-refundable deposit
• Within 30 days of the camp start date: 50% refund (minus deposit)
• Once camp has begun: No refunds will be issued
Attendance
Camp tuition reserves a space for the full camp session. Registration in a camp session reserves a limited space for your child; tuition reflects that reserved space rather than attendance, and therefore refunds or credits cannot be provided for missed days or schedule conflicts.
Refunds, credits, or make-up days are not provided for missed camp days due to illness, travel, or other scheduling conflicts.
Returned Payments
Returned checks or failed payments may incur a $25 processing fee, plus any bank charges incurred.
Camp Cancellation
ACOA & Piano Lab reserves the right to cancel a camp session due to insufficient enrollment or unforeseen circumstances. In such cases, families will receive a full refund.
Parent / Guardian Agreement
By completing registration for summer camp, I confirm that I have read and understand the Summer Camp Parent Agreement & Waivers and agree to these terms. I authorize my child to participate in camp activities at ACOA & Piano Lab.
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