The Epic Holiday Program - Terms and Conditions
INTRODUCTION
The following Terms and Conditions apply to The Epic Holiday Program from October 2026 and are made between Epic Music Academy (EMA) and its pupils and the parents/carers of its children. Submission of this form is deemed as acceptance of these terms and conditions.
COMMUNICATION
All correspondence is sent out to the primary contact person by email and it is appreciated if email is the format you use to contact EMA as well.
Submission of the registration form means a place in the programme has been confirmed. However if EMA sells out, registrations will be accessed on a first in first serve basis (with preference given to EMA students).
A minimum of 2 weeks notice will be given in the unlikely event that for an unforeseen reason a programme day has to be cancelled by EMA.
Any changes made to what day a pupil will attend including full days, early starts needs to be made in writing (via email) and will only be accepted up till 5 business days before your child's enrolment begins. After this point EMA reserves the right to not accept these changes.
It is the responsibility of the parent/caregiver to make EMA aware of any changes to their contact details. EMA will not be held responsible for any missed communications or missed sessions, etc. if this is due to incorrect contact information.
By filling out this form, I agree that I have authority to do so as the caregiver of the student being registered.
PROGRAMME FEES
Programme Fees (per person) :
Palmerston North:
A full week is $280 per child (unless stated otherwise).
Daily rates are:
$55 per onsite day
$65-75 per offsite day
$10 per day for early starts
$10 per day for late finish (if applicable)
Most weeks will include 3 offsite days and 2 onsite days.
Please note: weekly prices may vary depending on the planned activities. Any changes will be clearly shown on the enrollment page.
No refund or credit will be given for cancellations unless EMA receives written notification at least 2 weeks prior to the enrolled date.
No refund or credit will be given for any no-shows. This includes 'due to sickness', unless EMA management decides otherwise.
If a child arrives before 8:45am without an early start booking, we’ll kindly remind parents that our programme drop-off begins at 8:45am, but there is an early start option available from 7:30am for an additional fee. We’ll also let them know that future drop-offs before 8:45am will be charged at the early start rate ($10). If a child is dropped off before 7:15am, an additional $10 charge will apply. Please note that we do not offer care before 7:30am, so drop-offs before this time should not be a regular occurrence.
If a child is picked up after 3:30pm without a late finish booking, we’ll kindly remind parents that our programme pick-up finishes at 3:30pm, but there is a late finish option available until 5:00pm for an additional fee. We’ll also let them know that future pick-ups after 3:30pm will be charged at the late finish rate ($10).If a child is picked up after 5:15pm, an additional $10 charge will apply. Please note that we do not offer care after 5:00pm, so pick-ups after this time should not be a regular occurrence.
Children booked for the Feilding pick-up service must arrive at the agreed collection point by 9:00am. If a child has not arrived by 9:15am and we have been unable to contact their parent or caregiver, the service will depart for Palmerston North without them. The parent or caregiver will then be responsible for transporting the child to the Palmerston North programme location.
HEALTH AND SAFETY
I, the caregiver, agree to not bring my child to the program if they exhibit symptoms or are exposed to others with symptoms of contagious illnesses e.g. chicken pox, cold, flu. EMA staff may decline attendance if a child arrives at the program showing signs of illness or active symptoms.
I, the caregiver, agree not to bring my child to the program until they have been symptom-free for at least 48 hours following any stomach flu symptoms (e.g., vomiting or diarrhea).
I, the caregiver, give permission for the EMA staff to use an appropriate level of contact if my child becomes a harm to themselves or safety risk to others at any point during the program. This is under the understanding that I will be contacted at the nearest possible time from the incident, that EMA staff are trained to deem what is appropriate and not appropriate when looking after children and that it may result in the removal of my child for the remainder of the day or week.
I, the caregiver, give permission for EMA to take my child off-site for outings. All outing days can be found on the EMA website.
EMA adheres to the best practice guidelines from up to date legislation related to Health and Safety and Vulnerable Children. These may be viewed at any time in the EMA Health and Safety Manual (outlining risk assessment and recruitment requirements), Child protection policy and available incident, hazard and discrimination forms.
I, the caregiver, by agreeing to these terms, acknowledge that there are unavoidable risks and potential for injury or accident in any activity and that I will follow all instructions by staff while on the programme.
I, the caregiver by agreeing to these terms, understand that the personal liability claims in New Zealand are entirely contained in the Accident Compensation Act and that I release EMA from any liabilities for damages, loss or injury that can be made against ACC.
OTHER
Each day is a standalone, one-day programme filled with activities. Each day is different enough that your child can attend more than one day if desired.
EMA may use film or still photographs of children for appropriate promotional purposes. You must inform EMA in writing if you do not consent to the use of these images.
I, the caregiver, agree to the Behaviour Management Agreement, which my child will also read and sign upon arrival at the programme. I understand that I may be required to collect my child in the event of severe misbehaviour or as outlined in the three-step behaviour model. If my child uses the Feilding pick-up service and is required to be collected due to their behaviour, I understand that EMA will not be responsible for transporting them back to Feilding. I, or another authorised person, will be responsible for collecting my child from the Palmerston North programme location.
INFORMATION SHARING
The information collected within this form is to establish and maintain appropriate records required to perform our obligations under a contractual relationship with you and to comply with our legal obligations as a service provider. Information collected will be managed in accordance with the Privacy Act 2020, the Childrens Act 2014, The Children, Young Persons and their Families Act 1989, and other relevant legislation. Information collected by this service provider may be accessed by the Ministry of Social Development, relevant Government departments and other Audit organisations.
Reasons we may share your information with these authorised organisations include:
- To comply with any statutory or regulatory obligation requiring disclosure or use of the information.
- To assist any law enforcement or government agency in the performance of their proper functions, if we reasonably consider disclosure or use of the information to be necessary for that purpose, ensuring that we meet the requirements in the Act for your protection.
You may view your child’s and family’s information at any time by accessing your account via your Enrolmy Parent Portal and you can directly correct or update any information on your account.
COMPLAINTS
If you are unhappy with the service you've received, we want to know so we can work with you to resolve your concerns. To submit a formal complaint, please email epichp@epicma.nz and we will send you the complaints form.
Your rights when making a complaint
- You have the right to have an advocate support you at any stage of the complaints process.
- Your information will remain confidential and will only be shared with those directly involved.
- You may contact the Human Rights Commission (HRC) at any time for information, advice or to file a complaint with them.
Once we receive your complaint through our official complaints form, we'll send you an email confirming we've received it within 5 working days.
We'll investigate your complaint and contact you if we need more information. You should expect a response within 20 working days from the date we received your complaint. If we need more information or the matter you've raised is very detailed or complex, we might need more time to make a decision. If we do need more time, we'll let you know.
You will be notified of the result of your complaint, along with any actions taken.
CONCLUSION
As EMA is a business that functions with minimal margins, such guidelines have had to be made and are not a reflection or lack of trust in EMA families. They were made as a response to the small percentage of people that have taken advantage of and never paid for services rendered that negatively impacts the livelihood of EMA tutors and supervisors. We try to approach each individual case in good faith with an open ear and we hope that you will also approach us in the same manner. There will be times that the terms and conditions are more in favour of EMA but there are also other times that they are more in favour of the pupil and their caregiver.
