Effective from September 2026
These terms and conditions form the basis of the contract between Maia Hendrickx Vocal Studios and clients. Clients are subject to, and agree to be bound by, these terms and conditions.
Maia Hendrickx Vocal Studios (hereafter referred to as MHVS) reserves the right to update these terms and conditions from time to time. Clients will be notified of any significant changes.
MHVS offers a Membership to students who wish to commit to a regular, weekly slot. For students wanting to take lessons less regularly, a PAYG option is available (see end of document).
Terms run similarly to the local West Berkshire state school term dates:
Term 1: Sept-Dec
Term 2: Jan-March/April
Term 3: April/May-Aug
MHVS offers a consistent termly rate (see ‘Prices’). MHVS will be available to provide 33 lessons over the academic year at the time agreed at commencement of lessons.
Membership is based on the reservation of a regular weekly lesson slot for the term, rather than payment for individual lessons attended. Your lesson time remains reserved for you whether or not you are able to attend, allowing MHVS to plan teaching, resources and availability around a consistent timetable.
Charges are payable termly in advance prior to the commencement of tuition, via an automated ‘Stripe’ subscription, to be set up once confirmation of commencement is received.
You will be offered a regular time slot based upon the mutual availability of student and teacher, after an initial 60-minute consultation session. Charges in the first term of learning will be calculated from the date of the first lesson.
Please make sure you are happy with your allocated time – these cannot be changed without disrupting a lot of other students.
It is expected that members will attend lessons regularly and practise between lessons. All members will have access to, and are encouraged to make use of, the online portal (My Music Staff) where they can receive weekly feedback, download personalised resources and track their own practise.
If a student is unable to make it to a lesson, please email or text with as much advance notice as possible.
Because specific times are set aside for specific students, a student who does not attend a lesson will simply miss the benefit of that lesson. I will then use that time or other times to plan for the student’s progress, locate materials, and prepare resources. Please be assured that your tuition pays for far more than the time spent with in lessons (see ‘Where Does My Tuition Go?’). There are no refunds, discounts or makeups given unless I am unable to teach the promised number of lessons.
However, in order to support students in accessing as much of their expected contact time as possible, the following alternatives are available to all students unable to attend their scheduled time:
Swap Lessons – Students may trade their lesson time with another student to help avoid absences. Use these rules to make sure swaps go smoothly:
- Swaps MUST be organised and confirmed with MHVS by all parties BEFORE the date of the first lesson.
- Please only swap lessons with students who have the same colour lesson as you. This corresponds with the lesson length.
- No make-up lessons will be given if any confusion from this arises.
- Should 2 people arrive at once, I will teach the one whose lesson is normally at that time.
- Please inform me if you do not wish to have your name included on the swap list.
Video Submission – Students also have the option of submitting a video of their practise/performance for written feedback.
If the absence is planned, this needs to be received BEFORE your scheduled lesson so that feedback can be given during your lesson time. Otherwise, in cases of illness or emergency, students can submit a video up to TWO WEEKS after their missed lesson.
Online Lessons – Please be considerate of others and do NOT attend your session with any communicable illness as this may spread to the teacher and other clients.
If you feel well enough to do other meaningful work in your session, I encourage you to ask for an Online lesson instead of coming to the studio.
- Online lessons can be requested anytime before 12pm on the day of your scheduled lesson, this is to ensure your resources are available online for you.
- It is your responsibility to make sure you know how to access the online lesson ahead of your lesson time. Information of how to do this is available on your MMS account.
- If you feel you are not well enough for a lesson at all, please cancel and ask to submit a video once you are well.
- If you arrive to your lesson with cold/flu symptoms, you will be asked to leave. Refunds will not be issued.
Students who miss lessons without giving any notice will lose access to the alternatives outlined above. Repeated lack of notice may result in the Membership being terminated without refund.
Your cooperation with this system helps to ensure that, wherever possible, missed lesson time can still be put to useful purpose.
If you are more than 10 minutes late to your session, it will be assumed that the session is cancelled without notice unless you text to inform MHVS before the start time of your lesson (07570 669403).
If a text is received before the start of your lesson time, you will be entitled to the remainder of your session, but the missed time will not be made up and no refunds will be issued.
In the event of teacher cancellation, your lesson will be made up in one of the following ways:
In the first instance, you will be offered to make up your lesson at your regularly-scheduled day/time during that term’s FLEX WEEK. The dates of these weeks are available on your MMS calendar.
If you choose not to reschedule, you will be invited to send in a video performance of a song you are working on to receive asynchronous feedback.
If neither of these options is suitable, students are welcome to sign up to the next available Performance Class.
MHVS office hours are Mon-Weds 9am-7pm, Thurs & Fri 9am-5pm
To ensure that your communication is seen and responded to in a timely manner, email is preferred.
Please send all correspondence to info@mhvsvoicecoach.com.
If you are emailing to cancel your lesson, please do this directly on the calendar to be sure that your attendance is not expected.
If you need to contact Maia regarding your lesson (lateness etc.) on the day of your lesson, please TEXT during office hours on 07570 669403.
Exam entries are submitted by the teacher, with permission from the student/parent/carer. Responsibility for the notification of appointment time and results lies with the teacher. Parents/carers/adult students undertake to make their own arrangements for accompanists if needed. MHVS is not liable for the payment of examination fees or accompanist fees.
Sheet Music & Backing Tracks – are included as part of your MHVS membership.However, if you are an auditioning student, or currently attending vocational training, I recommend that you start creating your own repertoire library. musicnotes.com has a good selection that can be transposed to suitable keys etc.
Membership is confirmed once the initial invoice has been paid. After this, invoices are issued every 4 months, and all members must set up automated payments through Stripe via their My Music Staff account.
Payments are collected automatically on the invoice due date, so you don’t need to remember to make manual transfers. You’ll receive a notification before each payment is taken, and Stripe provides full protection if a payment is ever taken in error.
It is your responsibility to keep your card details up to date. If a payment fails because card details haven’t been updated, a late fee may be added.
A valid card must be kept on file for membership. If you choose not to maintain card details for automated payments, you will be given notice, and your membership will end at the close of the upcoming term. After this, you may continue on a PAYG basis subject to availability.
Invoicing Dates:
1st April, August & December.
Memberships will continue term on term and year on year until written notice of withdrawal is received. A member may only withdraw from lessons at the end of a term. Notice must be received by the end of the half term break to withdraw at the end of the full term.
If the required notice to withdraw from lessons is not given, a late notice charge of half a term’s fees will be payable towards the cost of rescheduling lessons and/or loss of planned income. Payment of the late notice charge does not entitle attendance to lessons.
If a member withdraws part way through a term, the term’s charges remain payable in full.
MHVS reserves the right in its absolute discretion to terminate Membership if a member violates any terms, conditions, or rules as outlined in this membership agreement or associated policies.
Pre-paid tuition is non-refundable.
Online lessons are subject to the same cancellation notice period as in-person lessons. It is your responsibility to ensure that you can access the platform ahead of the lesson and that you are set up, ready to have a lesson. Please refer to MHVS’ guide on how to access online lessons, available on your MMS account.
If, during a lesson, connectivity issues at a student’s location impair the accessibility of the lesson, you may be offered to reschedule the remainder of the lesson time for later in the same week. However this
will be at the discretion of MHVS and based upon availability. If a suitable time cannot be found, the lesson will not be rolled over and you will be charged.
If you are aware of connectivity issues ahead of the lesson and can give 5+hour’s notice, a recorded lesson can be prepared for you in lieu of the session. It is expected that you are prepared for your online lesson just as you would be for an in-person lesson. This means that you have all your resources with you, ready for the session.
- All PAYG sessions must be paid for at the time of booking to confirm.
- Strictly 48 hours notice by email to info@mhvsvoicecoach.com must be given to reschedule 1-2-1 sessions.
- If you choose to cancel your booking without rescheduling at the time of cancellation, your fee will be held on account until you reschedule. If, after 6 months from receipt of payment, the lesson has not been rescheduled, the lesson will be void. No refunds will be issued.
- If you are more than 10 minutes late to your session, it will be assumed that the session is cancelled without notice unless you text to inform me before the start time of your lesson (07570 669403). If a text is received before the start of your lesson time, you will be entitled to the remainder of your session, but the missed time will not be made up and no refunds will be issued.
- Please do NOT attend your session with any communicable illness as this may spread to other clients. If you feel you are getting ill, please cancel with the normal 48 hours notice.
- Rescheduling due to illness is subject to the same 48 hour notice period as any other cancellation.