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1. Bookings

All classes, programmes and memberships must be booked in advance. Places are allocated on a first-come, first-served basis and are subject to availability. A booking is confirmed once the required payment has been received or the relevant Monthly Membership has been activated.

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2. Payments

After-School Programmes are payable in advance on a termly basis. Monthly Memberships are payable by Direct Debit. A £1 Membership & Martial Arts Insurance Fee applies per student, per school term, for all termly bookings. Outstanding fees may result in training being suspended until all outstanding payments have been brought up to date.

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3. Monthly Memberships

A Monthly Membership is required for students attending any of the following classes:

Monday: 5:45pm – 7:00pm, 6:45pm – 8:00pm.  

Tuesday: 5:45pm – 7:00pm, 7:00pm – 8:30pm.  

Friday: 5:45pm – 7:00pm, 6:45pm – 8:00pm. 

Saturday: 9:15am – 10:30am, 10:15am – 11:45am.

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Monthly Memberships operate on a rolling basis and are payable by Direct Debit. Membership fees are calculated using SHMA's 40–42 week training year and are spread equally across 12 monthly payments. Monthly payments are therefore instalments towards the annual training programme and do not represent payment for a specific number of classes within an individual calendar month. Monthly Membership includes SHMA Membership and Martial Arts Insurance, provided membership payments remain up to date.

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4. Membership Changes, Holds & Cancellations

A minimum of 20 days' written notice by email is required to cancel, suspend or reduce a Monthly Membership. Membership fees remain payable throughout the applicable notice period. Cancelling a Direct Debit does not constitute cancellation of membership and does not remove responsibility for any fees already due under these Terms & Conditions. A cancellation, suspension or reduction will take effect once processed and confirmed in writing by SHMA. Any approved membership hold will be subject to the conditions and dates agreed in writing by SHMA.

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5. Termly Bookings

After-School Programme bookings are non-refundable and non-transferable once confirmed, except where required by law or where SHMA agrees otherwise in writing. Places cannot be exchanged for alternative days, classes or programmes unless agreed in writing by SHMA.

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6. Attendance & Punctuality

Students are expected to arrive on time and be ready to train at the scheduled class start time. Late arrivals may not be permitted to join a class where doing so could compromise safety, disrupt the lesson or adversely affect other students. Persistent lateness may result in a student being transferred to a more suitable class or refused entry to a session without refund, credit or transfer. SHMA reserves the right to review a student's class allocation where repeated lateness affects the safe and effective running of the class.

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7. Class Changes & Cancellations

SHMA reserves the right to make reasonable changes to timetables, instructors, venues and class times where necessary. Classes may occasionally need to be cancelled due to circumstances beyond SHMA's reasonable control, including venue closures, adverse weather, instructor illness, emergencies or other unforeseen circumstances. Where reasonably practicable, SHMA will provide advance notice when possible and may offer an alternative class, make-up opportunity or other suitable arrangement. Calendar & Class Updates: Parents and students are reminded to check the SHMA Calendar before attending each class for any timetable changes, cancellations or important updates. SHMA will endeavour to notify members of changes by email; however, emails can occasionally be missed or overlooked. The SHMA Calendar should therefore be checked before travelling to a class to ensure you have the most up-to-date class information.

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8. Grading Eligibility

Students must complete the required time in grade, demonstrate the required technical standard and receive instructor approval before being eligible to grade. An active SHMA Membership may be required for Probationary Belt promotions, embroidered Black Belts, Black Belt certificates and other membership-related benefits. Where a membership is cancelled, suspended or placed on hold, eligibility for grading, certification and associated membership benefits may also be suspended until the membership is reactivated.

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9. Membership Benefits

Unlimited Membership allows students to attend all eligible SHMA classes included within that membership, subject to age, belt grade, instructor approval, class suitability, capacity and availability. Make-up lesson vouchers become invalid if a membership is cancelled or terminated. Voucher expiry dates continue to run during any period of inactive or suspended membership and will not normally be extended unless agreed otherwise in writing by SHMA.

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10. Student, Parent & Spectator Conduct

Students, parents/guardians and spectators are expected to:

• Treat instructors, students, parents, visitors and venue staff with courtesy and respect.

• Follow reasonable instructions given by SHMA instructors and staff.

• Behave safely and responsibly at all times.

• Refrain from bullying, discrimination, harassment, abusive language, threatening behaviour or unnecessary disruption.

SHMA reserves the right to refuse entry, suspend participation or terminate membership where behaviour is considered unsafe, inappropriate, abusive or detrimental to the welfare of students, instructors or the effective running of the club.

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11. Health & Safety

Students, or their parent/guardian where applicable, must notify SHMA of any relevant medical conditions, injuries or other circumstances that may affect safe participation in training. SHMA must also be informed of any changes to emergency contact information. Martial arts and physical training involve an inherent risk of accidental injury. Students are expected to follow all safety instructions, training rules and instructor directions. SHMA will take reasonable steps to provide a safe training environment and appropriate supervision. Appropriate Martial Arts Insurance is included within the SHMA Membership & Insurance Fee or Monthly Membership, as applicable and subject to the relevant insurance terms.

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12. Monthly Membership Payments

Monthly Membership fees must be received on or before the 1st day of each month. Students whose membership fees have not been received by the due date may not be permitted to attend SHMA classes until all outstanding fees have been paid. SHMA reserves the right to suspend membership where payments remain outstanding. Classes missed because a membership has been suspended due to non-payment are not refundable, transferable or replaceable.

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13. Photography & Media

Photographs and videos may occasionally be taken during classes, gradings, competitions, presentations and other SHMA events.

Images may be used, where appropriate permission has been obtained, for purposes including coaching, the SHMA website, promotional materials and SHMA social media. Parents/guardians and adult students should inform SHMA if they do not consent to photographs or videos being used for promotional or public-facing purposes. SHMA will handle photographs and videos in accordance with its Privacy Policy and safeguarding procedures.

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14. Personal Property

Students, parents and visitors are responsible for their own personal belongings while attending SHMA classes, programmes and events. SHMA cannot accept responsibility for loss, theft or damage to personal property except where responsibility cannot legally be excluded.

 

 

15. Contact

Email: info@snowheronsmartialarts.com

Questions relating to bookings, payments, memberships, cancellations or these Terms & Conditions should be directed to SHMA using the email address above.

 

 

Agreement

By booking a class, enrolling on a programme or becoming a member of Snow Herons Martial Arts (SHMA), you confirm that you have read, understood and agree to abide by these Terms & Conditions. Where a booking is made on behalf of a child, the parent or guardian making the booking accepts these Terms & Conditions on the child's behalf and agrees to ensure that the student follows SHMA's rules and standards of conduct. Once your booking or membership has been confirmed, you will receive access to the SHMA Members' Area, together with the information you need before attending your first class.