Terms and Conditions of Participation
Program Start Date: Friday, September 18, 2026
Program Location: Knox United Church, 25 Gibbard Ave, Nepean, ON K2G 3T9
Program Length: 12-week rehearsal program followed by a Holiday Orchestra Concert
Regular Rehearsal Time: Fridays, 5:30 p.m. – 7:30 p.m.
Concert Date, Time and Location: Friday, December 18, 2026 at Knox United Church, 25 Gibbard Ave, Nepean, ON K2G 3T9
These Terms and Conditions apply to participation in the Holiday Orchestra Concert Program (the “Program”). By registering a participant for the Program, the participant and, where the participant is under 18 years of age, the participant’s parent or legal guardian (“Parent/Guardian”) acknowledge and agree to the following terms.
1. Program Description
The Program consists of twelve orchestra rehearsals followed by participation in a Holiday Orchestra Concert.
The Program is intended to provide musicians with ensemble experience, including rehearsals, preparation of assigned repertoire, instruction in ensemble skills, and a public performance.
Registration is for the complete Program and is not registration for individual or drop-in classes.
2. Eligibility and Playing Level
No formal audition is required to participate.
Participants are expected to have approximately the following minimum playing level:
- Violin or Viola: RCM Level 3, Suzuki Level 3, or equivalent;
- Cello or Double Bass: RCM Level 2 or equivalent; or
- another level of musical training or experience that the instructor reasonably considers equivalent.
These levels are guidelines intended to ensure that participants can reasonably perform the selected repertoire and participate effectively in an orchestra setting.
The Program may request information regarding a participant’s musical experience, current repertoire, private instruction, or approximate playing level for the purpose of appropriate seating, part assignment and repertoire selection. This is not considered an audition.
3. Rehearsal Schedule
Regular rehearsals are scheduled for:
Fridays from 5:30 p.m. to 7:30 p.m., beginning September 18, 2026.
The schedule is subject to reasonable changes due to instructor availability, rehearsal-space availability, weather, facility closures, public-health or safety concerns, or other circumstances affecting the operation of the Program.
Where reasonably possible, participants will receive at least seven (7) days’ notice of an alternative rehearsal date, time or location.
In an emergency or in circumstances outside the Program’s reasonable control, including sudden illness, severe weather or unexpected facility closure, less than seven days’ notice may be necessary.
A rescheduled rehearsal will count as one of the twelve scheduled rehearsals.
4. Attendance and Punctuality
Regular attendance is important because orchestra rehearsals depend on the participation and preparation of the full ensemble.
Participants are expected to:
- attend rehearsals regularly;
- arrive sufficiently early to unpack, tune and be ready to begin at 5:30 p.m.;
- bring their instrument, bow, music, pencil and any other required equipment;
- notify the Program as soon as reasonably possible if they will be absent; and
- attend the final rehearsals and concert whenever reasonably possible.
There are no refunds, credits, make-up classes or fee reductions for rehearsals missed by a participant, including absences resulting from scheduling conflicts, vacations, illness or other personal circumstances, except where otherwise required by applicable law.
5. Practice and Preparation
Participants are expected to practise assigned orchestra music between rehearsals.
The amount of individual practice required will vary depending on the participant’s experience and assigned repertoire. Participants should arrive at rehearsals reasonably prepared to play the music assigned to them.
The instructor may change repertoire, simplify or modify parts, reassign parts or seating, or otherwise adjust musical arrangements to suit the needs and abilities of the ensemble.
6. Seating and Part Assignments
There are no auditions for seating.
Seating, section placement and part assignments will be determined by the instructor based on factors such as instrumentation, balance, repertoire requirements, participant experience, attendance, preparation and the overall needs of the orchestra.
A particular chair, stand, part, section or position is not guaranteed by registration.
Seating and assignments may be changed during the Program.
7. Concert Participation
The Holiday Orchestra Concert is the culminating event of the Program, and participants are expected to make reasonable efforts to attend.
Concert details, including the final date, call time, performance time, dress requirements and venue, will be communicated separately once confirmed.
Participants may be required to arrive before the public concert time for tuning, sound check, rehearsal, setup or other preparation.
The Program may make reasonable changes to the concert venue, date, time, repertoire or format when circumstances require.
8. Registration Fees and Missed Rehearsals
Registration fees reserve a participant’s place in the complete twelve-week Program and concert.
Except where required by applicable law, fees will not be refunded or credited because a participant:
- misses one or more rehearsals;
- arrives late or leaves a rehearsal early;
- is unable to attend the concert;
- has a scheduling conflict;
- takes a vacation during the Program; or
- otherwise chooses not to attend a scheduled or properly rescheduled Program activity.
Nothing in these Terms and Conditions is intended to remove or limit any cancellation, refund or other consumer right that cannot legally be waived under applicable Ontario law.
9. Withdrawal from the Program
A participant who wishes to withdraw from the Program should provide at least thirty (30) days’ written notice.
Withdrawal notice must be provided by email or another written method designated by the Program.
The 30-day notice requirement assists the Program in maintaining appropriate instrumentation, ensemble balance, staffing and rehearsal planning.
Unless otherwise required by applicable law or expressly agreed to by the Program in writing, withdrawal does not automatically entitle the participant to a refund for fees already paid or amounts attributable to the notice period.
Where the Program chooses, in its discretion, to provide a refund or credit because of exceptional circumstances, doing so on one occasion does not create an obligation to provide the same accommodation in other cases.
10. Cancellation or Material Changes by the Program
If the Program cancels an individual rehearsal, the Program may provide a replacement rehearsal at a reasonable alternative date, time or location.
If the Program permanently cancels the Program before completion and does not provide a reasonable replacement for the cancelled services, participants will receive any refund or other remedy required by applicable Ontario law.
If the Program must make a significant change to the Program because of circumstances outside its reasonable control, it will make reasonable efforts to provide an appropriate alternative.
Nothing in this section limits any statutory rights available to a participant or Parent/Guardian.
11. Instructor Changes
Registration is for participation in the Program and is not a contract for instruction exclusively from a particular instructor.
The Program may substitute or add instructors, conductors, coaches or accompanists when reasonably necessary.
A change of instructor by itself does not entitle a participant to a refund, except where otherwise required by law.
12. Instruments and Personal Property
Participants are responsible for providing and maintaining their own instruments, bows, cases and accessories unless the Program specifically agrees otherwise in writing.
Participants are responsible for taking reasonable care of their instruments and personal belongings.
To the extent permitted by law, the Program is not responsible for loss, theft or accidental damage to a participant’s instrument or personal property unless caused by the negligence or wrongful conduct of the Program or its personnel.
Participants are encouraged to maintain appropriate insurance for valuable instruments.
13. Health, Safety and Conduct
Participants must behave respectfully toward instructors, staff, volunteers, venue personnel, audience members and other participants.
Conduct that materially disrupts rehearsals or creates a safety concern may result in reasonable corrective action.
Examples include:
- bullying, harassment or threatening behaviour;
- deliberate damage to property;
- repeated serious disruption of rehearsals;
- unsafe handling of instruments, equipment or facilities;
- discrimination or abusive behaviour; or
- refusing to follow reasonable safety instructions.
Where appropriate, the Program will normally communicate concerns to the participant and/or Parent/Guardian and provide a reasonable opportunity to correct the behaviour.
Serious misconduct or conduct creating an immediate safety risk may result in immediate removal from a rehearsal or event.
14. Removal from the Program
The Program may suspend or remove a participant for serious or repeated misconduct, significant safety concerns, or substantial interference with the operation of the ensemble.
Where reasonably practicable, the participant and Parent/Guardian will first be informed of the concern and given an opportunity to address it.
Any financial consequences of removal will be determined reasonably, having regard to the circumstances and applicable Ontario law.
15. Illness and Medical Needs
Participants should not attend a rehearsal or concert when doing so would create a significant health or safety risk to others.
Parents/Guardians are responsible for informing the Program of information reasonably necessary to safely accommodate a participant during Program activities.
The Program does not provide medical services.
In an emergency involving a minor where the Parent/Guardian cannot immediately be reached, the Parent/Guardian authorizes Program personnel to contact emergency services and take reasonable steps to protect the participant’s immediate health and safety.
16. Accessibility and Accommodation
The Program will consider reasonable accommodation requests in accordance with applicable Ontario law.
Participants or Parents/Guardians are encouraged to communicate accommodation needs as early as reasonably possible so appropriate arrangements can be considered.
17. Photography, Video and Recording
Rehearsals and the concert may involve photography, audio recording or video recording.
Any permission for the Program to use an identifiable participant’s image, voice, name or performance for promotional or public purposes should be obtained through a separate photo/video consent, particularly for participants under 18.
Declining optional promotional consent will not affect a participant’s eligibility to participate in the Program.
18. Music and Materials
Sheet music, arrangements and other materials supplied by the Program may be protected by copyright.
Participants must use Program-provided materials only for purposes reasonably connected with the Program and must comply with any instructions regarding copying, distribution, return or disposal of those materials.
Participants may be responsible for reasonable replacement costs for Program-owned materials or equipment that are lost or deliberately damaged.
19. Program Communications
The Program may communicate scheduling information, rehearsal changes, repertoire information, concert instructions and other Program-related notices by email or another designated communication method.
Participants and Parents/Guardians are responsible for providing accurate contact information and regularly reviewing Program communications.
20. Participants Under 18
For participants under 18 years of age, a Parent/Guardian must complete or approve registration.
The Parent/Guardian is responsible for:
- ensuring the participant understands these Terms and Conditions;
- arranging safe transportation to and from rehearsals and performances;
- ensuring timely pickup following Program activities; and
- providing current emergency contact information.
Supervision is provided only during scheduled Program activities and does not extend indefinitely before or after rehearsals.
21. Limitation of Liability
Participation in musical rehearsals and performances involves ordinary risks associated with group activities, transportation of instruments, stage environments and performance venues.
Nothing in these Terms and Conditions excludes or limits liability where such exclusion or limitation is prohibited by law.
Nothing in these Terms and Conditions requires a participant or Parent/Guardian to waive rights or remedies that cannot legally be waived under applicable Ontario law.
22. Force Majeure and Events Outside Reasonable Control
The Program will not be considered in breach of these Terms and Conditions solely because an activity must be delayed, relocated, rescheduled or modified because of circumstances beyond its reasonable control, including severe weather, emergency orders, power outages, facility closures or similar events.
The Program will make reasonable efforts to provide an alternative arrangement where practicable.
This section does not remove any refund, cancellation or other rights that a consumer may have under applicable law.
23. Changes to These Terms
The Program may make reasonable administrative or operational changes that do not materially reduce the services purchased by the participant.
Material changes to the participant’s financial obligations or other material contractual terms will not be imposed solely by posting or announcing new Terms and Conditions where the participant’s agreement is required by applicable law.
24. Governing Law
These Terms and Conditions are governed by the laws of the Province of Ontario and the applicable laws of Canada.
If any provision is determined to be invalid or unenforceable, the remaining provisions will continue to apply to the extent permitted by law.
Nothing in these Terms and Conditions is intended to waive, restrict or override any right or remedy provided to a consumer under the Consumer Protection Act, 2002 (Ontario) or other applicable legislation.
25. Entire Agreement
These Terms and Conditions, together with the registration form, stated Program fees and any other documents expressly incorporated into the registration agreement, constitute the agreement regarding participation in the Program.
PARTICIPANT / PARENT-GUARDIAN ACKNOWLEDGEMENT
I confirm that I have read and understood the Holiday Orchestra Concert Program Terms and Conditions.
I understand that the Program consists of twelve rehearsals followed by a concert, that the regular rehearsal schedule is Fridays from 5:30 p.m. to 7:30 p.m., and that reasonable schedule changes may occur.
I understand the attendance, withdrawal and refund provisions described above.
Participant Name: ______________________________________
Instrument: ____________________________________________
Participant Date of Birth (if required): _____________________
Parent/Guardian Name (if participant is under 18):
Parent/Guardian Email: __________________________________
Emergency Contact: _____________________________________
Signature of Participant (if applicable):
Signature of Parent/Guardian:
Date: __________________________________________________