Terms and conditions for the provision of music services in schools - 2026/27

By ordering music services from us, your school is required to accept the terms and conditions associated with this provision as set out below. These terms and conditions relate to services provided in the 2026/27 academic year. For programme details and pricing please see the Schools' Information Pack 2026/27.

1. First Access Music Education (FAME) and Play On!

1.1 These year-long programmes are for 33 weeks. Shorter programmes are available provided this is requested in advance.

1.2 FAME sessions are specifically for whole class participation. A class teacher or other suitable member of staff is required to be with the Severn Arts teacher for all sessions and to take an active role.

1.3 Play On! sessions are for a minimum of 30 minutes. Groups can accommodate up to 10 pupils. Charges per session will remain the same regardless of the number of pupils in the group. Only schools who have engaged in the FAME programme are eligible for Play On!

1.4 Instrument hire and delivery is included as part of the programme. However, for FAME programmes an administration fee of £120.00 per class will be charged each time a school requests a whole class instrument change within the academic year.

1.5 Severn Arts will contact the school to confirm instrument delivery and collection dates prior to the start and end of the programme. If all the instruments are not available to collect on the notified date, Severn Arts reserves the right to charge a collection fee for second and subsequent collection attempts. Instruments can be returned direct by the school to the Severn Arts office during office hours if preferred.

2. Instrumental and vocal provision – whole class (not FAME), groups and individuals

2.1 Instrumental and vocal provision will be timetabled for 35 weeks of the academic year.

2.2 Schools are asked to liaise directly with Severn Arts teaching staff to agree the times at which tuition takes place.

2.3 Requests for increases or decreases in teaching time can only be accepted and confirmed once the school has completed the Severn Arts Change to Tuition form.

3. General terms and conditions

3.1 Term of contract: Other than in exceptional circumstances, this Agreement is for an academic year. Schools may request increases or decreases to tuition hours during the year using the Severn Arts Change to Tuition form . In the case of an increase, this will be arranged from the date requested or as soon as possible after this. In the case of decreases of up to 50% of all current tuition in school, at least 6 weeks’ notice is required. In the case of decreases of more than 50% of current total tuition, 12 weeks' notice is required. Should less than the required notice period be given for decreases, charges will still apply for the full notice period.

3.2 Reports: For students undertaking small group or individual tuition, Severn Arts will provide an individual written report once a year detailing each student’s progress. Such reports will be provided to school for distribution to parents/guardians. All students undertaking individual or small group tuition will be provided with a practice diary to assist with monitoring progress and to record the weekly work being learnt in lessons.

3.3 Teacher absence: In the event of a Severn Arts teacher being absent, where possible, Severn Arts will arrange cover. If it is not possible to arrange cover (either due to short notice or the specialist nature of teaching), a make-up session will be scheduled for later in the term or academic year . If this is not possible, the school will not be charged for the missed lesson(s).

3.4 Cancelled lessons: Where lessons are missed as a result of Severn Arts teacher absence, school will not be charged. However, we ask school to be prepared to accommodate teachers on an alternative date to make up the lessons to 35 per year (33 per year in the case of FAME and Play On! sessions), if possible. In exceptional circumstances where school is unable to accommodate visiting teachers because of unavoidable closures (eg TED days) or school activities (eg sports days and trips), at least 10 working days’ notice must be given in writing to the Severn Arts office by emailing [email protected]. Such missed lessons will be made up wherever possible. If a make-up lesson is not possible, school will not be charged. In all other cases, school will still be charged for missed lessons and no make-up will be arranged.

3.5 Make-up lessons: Where there are missed lessons due to teacher absence or where there is a qualifying cancellation from school, schools are expected (as far as possible and by negotiation) to accept teachers on alternative dates to make up lessons to 35 per year (33 per year in the case of FAME and Play On! sessions).

3.6 Severe weather, strikes or other unplanned school closure: In the event of an unplanned school closure (e.g. due to snow or strike action) that results in lesson(s) not being able to take place, school will still be liable for the cost of the lesson(s).

3.7 Payment terms: Charges for tuition and instrument hire will be invoiced to schools termly in arrears. Payment terms are generally 14 days from the date of the invoice unless payment is required in advance. Charges for specific projects may be made in advance and payment required before the project starts. Severn Arts reserves the right to charge interest on late payments, calculated as 5% above the Bank of England base rate from the date the payment becomes overdue to the date payment is received.

3.8 Reporting and data: By accepting tuition, the school agrees that Severn Arts is a ‘joint data controller’ for the purposes of the Data Protection Act (DPA) and the General Data Protection Regulations (GDPR) and agrees to share data necessary for Severn Arts to report to the Department for Education (DfE), via Arts Council England (ACE) and to meet its reporting obligations to the relevant local authority under Child Licensing regulations.

3.9 Parties: Severn Arts’ contract for the provision of music services is solely with the school and with no other person or body.

3.10 Use of digital devices in school: Severn Arts visiting staff may use digital devices such as mobile telephones, tablets or laptops to directly support the delivery of lessons in school. Such devices will only be used for this purpose. Where school has a specific policy concerning the use of digital devices in school, they must ensure that a copy is made available to the Severn Arts teacher(s) and supply a copy of the current policy to the Severn Arts office. Severn Arts staff will undertake to comply with school policy but where this policy prohibits the use of the external digital device, then Severn Arts may require school to provide access to a suitable device at no additional cost to Severn Arts.

3.11 Complaints and disagreements: Any matters concerning the duties or conduct of Severn Arts staff working within the school should normally be raised with the member of staff concerned at the earliest opportunity. Should this not be appropriate or the matter not be resolved, please email [email protected] and request a member of Severn Arts Music Leadership team or the Director of Music Education to contact you. Please refer to the Severn Arts Complaint Policy.

4. Provision of instrument to schools

4.1 Storage: Instruments should be stored by the school in a secure location when on school premises and school is expected to take reasonable steps to prevent damage. We encourage schools to allow students to take instruments home for practice, but school will remain responsible for them. Schools are responsible for ensuring that students bring their instruments to the lesson.

4.2 Assignment: Where a school assigns an instrument to a student, the school is responsible for keeping a record of this and must provide details to Severn Arts on request. The school remains responsible for the instrument including all associated components and must ensure the safe return of the instrument should the student leave the school or discontinue lessons, or as otherwise reasonably requested by Severn Arts.

4.3 Insurance: Instruments hired to school are the responsibility of the school and it is up to school to ensure they are properly looked after and cared for. The school is responsible for returning all instruments at the end of the hire period in good condition (save for fair wear and tear). Severn Arts does not provide insurance for theft or damage to instruments loaned or entrusted to school. Loss or damage to instruments whilst on loan or entrusted to school is the responsibility of the school and we advise appropriate insurance is in place.

4.4 Liability: The school remains responsible for all instruments hired to it by Severn Arts, whether they are re-assigned or kept in school. Should instruments be lost, stolen, damaged or not returned at the end of the hire period, school will be liable for the full cost of repair or replacement (fair wear and tear excepted).

4.5 Consumables: Instruments are provided ‘ready to play’ when initially supplied. With the exception of the FAME/Whole Class programme, replacement woodwind reeds, strings, valve oil and other consumables are not provided. Schools may purchase these items through Severn Arts on request.

4.6 Repairs: Instruments requiring repair following accidental damage or fair wear and tear will usually be exchanged free of charge on request. Please contact [email protected] to arrange. Severn Arts will not reimburse costs for repairs carried out elsewhere.

4.7 External use: Instruments provided by Severn Arts must not be used by external teachers, agencies or partners without the written consent of Severn Arts.

4.8 Ownership and instrument return: All instruments on hire remain the property of Severn Arts and must be returned at the end of any associated programme or teaching or as reasonably requested by Severn Arts.

4.9 Hire charges: School will be charged termly for instruments they have on hire. Charges will apply for each term (or part thereof) from the point of hire until the instrument is returned. Instruments for FAME and Play On! are provided free of charge.

4.10 Delivery and collection arrangements: Severn Arts will arrange the date and time of instrument delivery with the school. When instruments need to be collected or swapped, school is asked to ensure the instrument sets are complete and accessible to the Severn Arts driver on the notified collection date. Where instruments are being replaced, the old instrument must be available for collection before the new instrument can be delivered. Missing instruments will continue to be charged until they are returned to Severn Arts. School will be issued with delivery and collection notes, and these should be retained by the school for reference and as proof of liability.

4.11 Delivery charges: There is no charge for the delivery of instruments associated with FAME, Play On! and specific programmes. Free hire items are subject to a £50 delivery charge. All other instrument orders where delivery is required will incur a £15 delivery charge per order. There is no delivery charge to exchange faulty instruments, or to collect instruments at the end of a hire period (except in the case of failed attempts). Failed delivery or collection attempts where they have been requested by school or given fair notice by Severn Arts will be charged at £15.

4.12 In person collection: Instruments can be collected and dropped off by appointment at the Severn Arts workshop in Worcester during office hours (Monday - Thursday 9am - 5pm, Friday 9am - 4.30pm). There is no charge for in person collection/drop off.