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Private Lesson Policy

Purpose

This policy outlines the framework for offering private lessons at Dragonfly Dance. It ensures private lessons are conducted in a way that supports dancer development, enables teacher autonomy, protects studio operations, and ensures payments and bookings are managed professionally and consistently.

Scope

This policy applies to all:

Dancers requesting private lessons
Teachers who deliver private lessons
Business Services team members involved in managing private lesson bookings.

This policy also applies to Pointe Assessments, which follow the same booking, payment, and delivery processes as private lessons.

Definitions

Private Lesson

A one-on-one session between a teacher and a dancer (or small group of dancers), typically 30 or 60 minutes long, focusing on individual goals. Includes pointe assessments.

Dancer

The person booking the private lesson may also be referred to at times as clients, customers, or students.

Business Services Manager

The senior staff member overseeing the Business Services Team is responsible for:

ensuring team operations are aligned with studio procedures and strategic priorities
providing support and supervision to admin staff, and acting as a key liaison between the Studio Owner and the Business Services function.

Business Services Team

The administrative staff responsible for supporting studio operations, client services, and systems management. This includes team members who handle bookings, emails, payment processing, scheduling, and day-to-day administration.

Bookkeeper

The person who processes and pays teacher invoices.

Online Booking System

The scheduling and client management system used to process private lesson bookings, including payments from dancers.

WhatsApp

The messaging platform used by Dragonfly Dance for internal teacher communication. The studio has a Dragonfly Dance Community on WhatsApp, which includes several groups for different purposes. The Biz Services group is used for communication between teachers and the Business Services team.

Responsibilities

Studio Owner

Maintain oversight of the private lesson process and its alignment with studio values
Approve any changes to pricing or private lesson policy
Provide support to teachers or Business Services team as required
Manage teachers
Monitor client and teacher feedback to ensure private lessons are meeting their intended purpose.

Business Services Manager

Oversee the private lesson booking workflow to ensure alignment with studio policy and system requirements
Support and supervise Business Services Team members in executing the procedure
Manage exceptions, troubleshoot issues, and ensure timely follow-up with teachers and clients
Coordinate with the Studio Owner on any process improvements or policy updates.

Business Services Team

Monitor incoming Private Lesson requests and action in a timely manner
Adhere to the Private Lesson Booking Procedure and advise if anything needs amending
Ensure studios are not double booked and are presentable and safe
Liaise with teachers, dancers, and the bookkeeper as needed to coordinate bookings
Follow up private lessons to check that they have been completed, dancers have paid, and teachers have been paid.

Teachers

Inform clients that a form must be submitted to finalise a booking
Confirm willingness and availability before lessons are scheduled
Mark appointments as Arrived and Completed in Mindbody
Adhere to Safe Dance Practice in all private lessons
Send a post-lesson update via WhatsApp (to Jo and Anne or the Biz Services group)
Submit a correct invoice to the bookkeeper in a timely manner
Maintain confidentiality and professional standards
Ensure they are able to access the studio if there is no-one else there during the private lesson.

Dancers

Submit the Private Lesson Request Form for each booking
Confirm their authorisation for payment via the online booking system
Arrive early enough to be ready to begin at the scheduled time
Provide accurate availability and intentions when booking
Communicate respectfully and promptly with the studio team.

Bookkeeper

Review and process private lesson invoices
Ensure teacher payments are made on the Monday following either the lesson or the invoice date (whichever is later)
Maintain accurate financial records
Follow up if invoices are unclear or missing required information (eg ABN, session details).

Policy overview

Objectives

Private lessons support:

Dancer development and goal progression
Student confidence and retention
Transition points (eg catching up, starting, or advancing)
Teacher income
Efficient use of studio space during off-peak hours.

Eligibility and availability

Private lessons are subject to teacher and studio availability, and admin capacity
If the studio wishes to schedule a class that is currently being used for private lessons, they have the right to cancel the private lesson to make space for the class.
Teachers are not obligated to teach private lessons (in general or specific lessons, dancers, or dancer goals)
Teachers must proactively opt-in to offer private lessons (ie advise Business Services of the times they are generally available for private lessons via official communication channels)
Private lessons are not generally reserved for:
- dancers who are not existing clients at Dragonfly Dance
- dancers aiming to join group classes who want to prepare first
- dancers who may not be able to attend regular classes (eg visitors from interstate)
The Studio Owner has discretion around whether to accept private lessons for external dancers.
Private lessons may supplement group classes, but are not to be used instead of attending at group classes unless there are extenuating circumstances.

Payment and pricing

Clients must complete the online Private Lesson Request Form before the lesson can be scheduled or charged
Payment is processed in advance using the client’s saved payment method in our online booking system
Pricing includes the teacher’s fee, studio hire, and admin time.

Cancellations, refunds, and no shows

Changes to confirmed bookings (including reschedules and cancellations) must be made at least 24 hours of the lesson start time, except on Mondays, where the change must be made before 5pm Adelaide time on the preceding Friday
Private lesson payments are non-refundable, but may be credited if appropriate notice is given
If a client reschedules their lesson, their payment may be re-allocated to the scheduled class
If the dancer cancels the lesson, their payment is kept on their account in our online booking system for later use
Refunds are only issued in extenuating circumstances and must be approved by the Studio Owner (and are to be requested via the online Refund Request form).
If the teacher is unable to attend (eg due to illness), Business Services will:
- attempt to reschedule
- offer a substitute teacher if suitable
- offer a credit or refund if a suitable alternative cannot be arranged.

Repeat bookings

A new Private Lesson Request Form must be submitted for each lesson (even repeat clients), as this provides written authorisation to charge the client’s payment method
Clients may request multiple sessions on a single form, provided:
- each session is clearly listed
- if it is a recurring time, that the start and end dates are specified
- if it is ongoing, a start date is specified and the dancer must advise in writing (email info@dragonflydance.com.au) when they will no longer require the booking.

Procedure

Procedures are maintained in separate internal documents:

Private Lesson Booking Procedure – Business Services
Private Lesson Booking Procedure – Teachers

These procedures outline a checklist as well as detailed steps for booking, confirmation, lesson delivery, status marking in the online booking system, and invoicing.

Review

This policy will be reviewed every year or when organisational needs require.