This web document sets out the terms and conditions for attending youth activities with Liverpool Philharmonic, including In Harmony Liverpool and Liverpool Philharmonic Youth Company.    

 Please read these terms carefully and contact us if you have any queries. 

1.General  

• All participants attending Liverpool Philharmonic youth activities are required to complete SpeedAdmin registration to attend activities. This information is vital for all participants as this will provide contact details and medical information in the event of any emergency. This also provides parental/carer consent for under 18s attending our activities.
• Any change of address or contact information must be updated on the participant/parent/carer SpeedAdmin account, for which secure logins will be issued. 
• Liverpool Philharmonic has clear guidelines for the use and storage of participant/parent/carer data, abiding by legislation including the General Data Protection Regulation, and will take all steps to ensure this data are used solely for the purposes for which they are intended. For additional information please read our Privacy Notice.
• Information provided on the SpeedAdmin registration form will only be seen by pastoral or artistic team members working directly with the participant, or with the relevant local authority when applying for performance licenses (if required). It will not be passed onto any third party unless deemed necessary in the event of a medical or safeguarding emergency or referral.
• If a participant is under 18, the registration form must be completed by a parent/carer. If over 18, the participant can complete the form themselves. 
• Liverpool Philharmonic is committed to practice that protects children, young people and adults at risk. Our Safeguarding Policy is available via our website and contains details of our procedures to safeguard our participants and our team members.
• Liverpool Philharmonic will communicate with participants and parents/carers through email, sent via SpeedAdmin or from Liverpool Philharmonic email accounts. As per the Safeguarding Policy, where a member is under 18, all communications will be directed to the parent/carer. If the participant is aged 11+ and a participant email is provided, this will also be copied in.
• Should a participant be invited to join an online activity with Liverpool Philharmonic, separate guidance will be issued at that time, and requires specific, separate consent if the participant is under 18.
• Liverpool Philharmonic will provide storage for participants’ instruments and personal belongings in our activity venues. All items are left at the participant’s risk, and Liverpool Philharmonic accepts no responsibility for personal belongings in venues during activities. Personal belongings should be kept to a minimum. 
• Liverpool Philharmonic reserves the right to change Terms and Conditions at any time. You will be notified in advance of any changes to Terms and Conditions.

​2. Liverpool Philharmonic Youth Company  

• Membership of Liverpool Philharmonic Youth Company ensembles is offered on an annual basis, and is for one full academic year, subject to full payment of fees and compliance with additional terms below. Members are expected to commit to one full year in each ensemble, including all rehearsals and concerts scheduled for that ensemble.  
• Detailed schedules will be communicated at the start of each academic year, including rehearsal and concert dates and times. If rehearsals or activities are cancelled or changed, Liverpool Philharmonic will communicate updates to members and parents/carers as soon as possible, by email or phone. In the event of activity being cancelled on the same day, members/parents/carers will be contacted via email, and/or by text message and/or phone. Schedules will also be updated in SpeedAdmin which will have the up-to-date timetable and rehearsal schedule. 
• Members are expected to maintain the required level of attendance (no more than 3 absences in any given term) as stipulated in ensemble handbooks (issued in the weeks prior to the first rehearsal). 
• If a member is unable to attend a rehearsal/activity due to illness, they must inform Youth Company as soon as possible on morning of the activity. This should be communicated via email to the Youth Company team, or via phone/text 07773 734242.
• Pre-arranged absence requests must be sent in writing to the Youth Company administrative team with 2 weeks' notice. This should be sent via email to youthcompany@liverpoolphil.com
• Members are required to adhere to the relevant ensemble and Youth Company Code of Conduct. This will be communicated at the start of each year in ensemble handbooks.
• In the first instance of a breach of the Code of Conduct members will receive a verbal warning. Should there be any continued incidents, a written warning will be issued. Membership and benefits may be withdrawn at any time if participant attendance or conduct does not meet the expected standard following verbal and written warning.
• Application to and membership of ensembles is different for each ensemble. Full details of this are included within the Youth Company prospectus (printed each year) and within ensemble handbooks.
• Membership fees for each ensemble are detailed in our Charging and Refund Policy (in section 3 below). Registration must take place through SpeedAdmin accounts.
• Full details of all ensembles can be found within the Liverpool Philharmonic Youth Company prospectus.

3. Liverpool Philharmonic Youth Company Charging and Refund Policy

• Membership fees for Liverpool Philharmonic Youth Company are detailed below, as from 1^st September 2023:

1. Liverpool Philharmonic Youth Orchestra: £200 per year
2. Liverpool Philharmonic Youth Academy Orchestra: £200 per year
3. Liverpool Philharmonic Youth Session Orchestra: £200 per year
4. Liverpool Philharmonic Youth Brass Band: £200 per year
5. Liverpool Philharmonic Youth Choir: £150 per year
6. Liverpool Philharmonic Children’s Choir: £120 per year
7. Liverpool Philharmonic Melody Makers: £90 per year

• Full and partial bursaries are available for all Liverpool Philharmonic Youth Company ensembles, and are available for members due to a range of personal circumstances. Anyone can apply for a bursary when registering on SpeedAdmin and will be contacted by a member of the team to confirm whether the application has been successful. 
• Additional discounts are available as follows:

1. Siblings receive a 25% discount of their membership fees to their first ensemble. This applies to all siblings in a family. This discount will be automatically applied to the siblings SpeedAdmin account, members do not need to apply for this discount. 
2. All members receive a 25% discount if they join more than one ensemble. The discount is applied to the cheapest ensemble. This discount will be automatically applied to the members SpeedAdmin account, members do not need to apply for this discount.
3. Please see the following example of how discounts will be applied:

• Child 1 joins first ensemble: Pays 100% membership fee  
• Child 1 joins second ensemble: Pays 75% membership fee of cheapest ensemble
• Sibling of Child 1 joins first ensemble: Pays 75% membership fee
• Sibling of Child 1 joins second ensemble: Pays 75% membership fee of cheapest ensemble (the cheapest ensemble will be calculated as if member was paying 100% of first ensemble fees)

• Once registration on SpeedAdmin is complete members/payers will be issued with an email confirming the account has been set up and login information, sent to the email account given on registration. If the email address is not disputed all future correspondence and financial information will be sent to this email address.
• Payment must be paid via SpeedAdmin, and can be paid monthly (via Direct Debit) or annually (online with debit/credit card, via WorldPay). Liverpool Philharmonic is unable to accept cheque or cash payments, nor take payments via the Box Office phone numbers or in person at our Box Office.
• Members/payers can view their ensemble charges on their SpeedAdmin account. Up-to-date account information can be obtained by emailing us. 
• Those paying by monthly direct debit will be charged over 10 monthly instalments, taken on the 20^th day of each month, September through June. They will receive an email containing a statement at the point of membership commencing, detailing the payment plan.
• Should a direct debit payment fail, the payer will be contacted to review the payment method and reestablish the monthly direct debit. The payer can pay any overdue fees via adjusting the remaining monthly direct debits, or via a one-off credit/debit card payment.
• A discount is applicable if a participant joins an ensemble mid-way through the year. This will be applied on an individual basis. The discount level will be pro rata, and determined by the time of joining and relevant membership fees.
• Membership fees are not related to the number of rehearsals delivered each academic year, and if rehearsals are cancelled or changed, this will not affect membership fees already paid. Should there be a significant change to activity (for example during the Covid-19 pandemic) membership fees will be reviewed accordingly at that time.
• Liverpool Philharmonic reserves the right to change and/or increase fees for Youth Company membership in the future. Any increase will be communicated with at least 3 months notice to all members. 
• If fees are not paid by the due date, which will be clearly communicated when invoices are issued, membership of Youth Company may be suspended (including access to ensembles removed) until payment is made to bring the account up to date. 
• If payer circumstances change mid-year, and they are unable to continue paying monthly direct debit fees, they should contact us to discuss payment terms and options.​ 
• Membership fees are payable until the participant leaves Liverpool Philharmonic Youth Company. If a participant leaves Youth Company mid-way through a season, Liverpool Philharmonic will review whether any fee reduction is appropriate. 

1. If a member leaves after 1 term of activity, they will be expected to pay 35% of full year fees. Whether a refund is due or not will be calculated for each member, dependent on their chosen payment process. 
2. If a member leaves after 2 terms of activity, they will be expected to pay 70% of full year fees. Whether a refund is due or not will be calculated for each member, dependent on their chosen payment process. 
3. Outside of these times, refunds will be pro rata and determined on a case-by-case basis for each member leaving Youth Company.

• If a member leaves Youth Company mid-season, they will be encouraged to consider donating their remaining fees to Liverpool Philharmonic.
• Members/parents/carers should email Youth Company team to notify of a decision to cancel ensemble membership as soon as possible.

​4. Instrument Loans  

• Liverpool Philharmonic loans instruments to children participating in the In Harmony Liverpool programme, and may loan instruments to members of Liverpool Philharmonic Youth Company where appropriate. These instruments remain the property of Liverpool Philharmonic. 
• Anyone allocated an instrument is required to register through SpeedAdmin and agree to these Terms and Conditions of loan.
• Instruments must be stored and transported appropriately and be returned to Liverpool Philharmonic at the end of the loan in the same condition (subject to wear and tear). 
• Liverpool Philharmonic reserves the right to charge for any damage beyond acceptable wear and tear.
• Participants will be provided with care tips and advice when an instrument is sent home. Please contact Liverpool Philharmonic if you have any questions/queries about looking after an instrument. 
• Liverpool Philharmonic remains responsible for all repair to instruments, including changing strings. 
• Should an instrument become damaged, or strings break whilst at home, please do not attempt to repair them. Please return the instrument as soon as possible to the In Harmony/Youth Company team.
• Should an instrument be lost or stolen whilst in the care of a participant/parent/carer, this must be reported to Liverpool Philharmonic immediately, including details of how the instrument has been lost or stolen.
• Should there be any concern about the safe storage/transport of an instrument at home, Liverpool Philharmonic reserves the right to request instruments remain on school/activity sites, or to limit loans in the future.  
• All Liverpool Philharmonic instruments are insured with Allianz Insurance. We strongly suggest that all personal musical instruments are insured, covering them away from home. 
• Instrument loan is only available to current participants of Youth Company or In Harmony Liverpool programmes. It is not possible to retain instruments should the participant leave these programmes. All instruments must be returned to Liverpool Philharmonic at this point. 
• If instruments are not returned, Liverpool Philharmonic reserves the right to contact you by any means possible to retrieve the instrument.