Terms and Conditions of
Green Room Concept Studios
(t/a GRCS Music School)
Last updated: October 1, 2026
The Terms and Conditions described below may seem relatively strict but have been discussed at length amongst the GRCS team with the endeavour of making them as fair as possible for both us and you. As GRCS is a social enterprise that functions with minimal margins, we have had to draw these boundaries due to a small number of people that have taken advantage and never paid, or made it extremely difficult to be paid, for the services provided. This jeopardises the livelihood of our tutors and studio. 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.
The following Terms and Conditions apply to all lesson agreements made between Green Room Concept Studios (“GRCS”) and its students (or parents/guardians if the student commenced enrolment while under 18 years of age) (“the student”) - this includes all lesson programs including, but not limited to, individual lessons, shared lessons, group lessons, band programs and structured programs. It also includes both In Studio and In School lessons, at all locations that lessons may be taught.
1. Term Dates
1a. Teaching weeks at GRCS roughly adhere to Victorian Department of Education’s School Terms - GRCS’ exact term dates are sent out before each term begins.
1b. It is the responsibility of the student to be aware of the first and last dates of term at GRCS.
1c. GRCS reserves the rights to alter term dates as required, and set different term dates for different students and lesson types - any changes will be communicated to the student.
2. Communications
2a. The primary method of correspondence at GRCS is email - it is the responsibility of the student to ensure they check emails in a timely manner, including their spam/junk folder. GRCS does not take responsibility for missed emails, or for emails being blocked by the student’s email provider.
2b. It is the responsibility of the student to make GRCS aware of any changes to their contact details. GRCS will not be held responsible for any missed communications, late/overdue payments, missed lessons, etc. due to incorrect contact information.
2c. Much of GRCS’ communication is done via bulk delivery services - therefore, there is a level of potential error associated with this. If you notice something incorrect e.g. lesson details or account details, it is not meant offensively. In these cases, please let us know via email to hello@greenroomconceptstudios.com so we can rectify the situation as soon as possible.
2d. If an issue is recognised by the student, it is their responsibility to raise this with GRCS - GRCS is not liable for confusion or lack of action, where they have not been made aware of an issue
3. Timetabling of Lessons
3a. The student will be informed of the lesson day, time and the date of their first lesson before their teaching commences - this may occur by phone, by email, in person or through the Student Portal. GRCS will aim to confirm all the lesson details by email, but does not guarantee that this will be the case if it deems sufficient confirmation has been provided by other means.
3b. If the agreed lesson times or days of an In Studio lesson needs to be changed, the student will be contacted as far in advance as possible and alternative arrangements will be made to continue the lessons at times and days that suit the student and GRCS.
3c. If the agreed lesson day or time of an In School lesson needs to be changed, and GRCS is made aware of this ahead of time, GRCS will make the change and the student will be made aware via email
3d. If the agreed lesson day or time of an In School lesson needs to be changed, and GRCS is only made aware on the day of the lesson, GRCS may make this change without advising the student ahead of time. However, GRCS will contact the school office/reception/classroom teacher to ensure that the new time is suitable and not disruptive to other school events.
3e. In School students who are enrolled in a shared or group lesson are not guaranteed to remain in the same group throughout their entire enrolment - GRCS may change grouping for a variety of reasons including, but not limited to, matching of learning styles skill level between students, resolution of timetabling issues, or combining of groups when one or more students in one or more groups have chosen to terminate lessons
3f. If students leave a shared or group lesson and there are no other suitable groups to move the remaining students into, GRCS will ask the student to move into alternative lesson type - this may come at an increased cost. The student is of no obligation to accept this, however, if the student chooses not to accept, GRCS may not be able to continue providing lessons to the student. If the student chooses not to accept and GRCS is then unable to continue providing lessons, GRCS will continue looking for new shared or group lesson opportunities, and the student will be offered them if they arise.
3g. Lesson agreements are made between the student and GRCS, not between the student and their teacher. As such, GRCS may change a student’s teacher either temporarily or permanently where they deem fit, or where may be required - this may include, but is not limited to, a teacher being absent for a period of time and lessons being substituted by another teacher, or a teacher resigning from GRCS and lessons therefore needing to be re-allocated to another teacher
4. Absences
4a. Individual lessons
4a(i). If the student is unable to attend a lesson, a lesson cancellation must be submitted via the Student Portal - lesson cancellations by email, text or other forms of communication are not accepted by GRCS. However, a student may wish to contact their teacher by email, text or other forms of communication in addition to submitting the absence through the Student Portal.
4a(ii). Where a student provides less than 24-hours notice of absence, the lesson will be forfeited and will not rollover.
4a(iii). Where a student provides more than 24-hours notice of absence, this is deemed an “explained/notified absence” and the lesson will rollover.
4a(iv). GRCS does not offer makeup lessons - instead, lessons missed due to an ‘explained/notified absence’ will rollover to the end of the term/semester. GRCS intentionally bills for less lessons than there are weeks in the term, to provide room for lessons to rollover due to absences or other disruptions.
4a(v). If there are still lessons owing at the end of a semester, the remaining lessons will be credited to the student’s next term's invoice, at the discretion of GRCS. Customer credit is not transferable for money but will be used at the earliest convenience - usually for the next term’s fees.
4b. Shared and group lessons and band programs
4b(i). If the student is unable to attend a lesson, a lesson cancellation must be submitted via the Student Portal - lesson cancellations by email, text or other forms of communication are not accepted by GRCS. However, a student may wish to contact their teacher by email, text or other forms of communication in addition to submitting the absence through the Student Portal.
4b(ii). If you are in a shared or group lesson, cancelled lessons will not rollover, as the lesson will still run without you - if all students in a group are absent with more than 24-hours notice, or the teacher is absent, the lesson will rollover
4b(iii). If GRCS receives more than 24-hours notice of more than 50% of a group’s students being absent, GRCS may cancel the lesson to ensure that all students get the most value out of lessons
4b(iv). GRCS does not offer makeup lessons - instead, lessons missed due to an ‘explained/notified absence’ (within the confines of 4b(ii) and 4b(iii)) will rollover to the end of the term/semester. GRCS intentionally bills for less lessons than there are weeks in the term, to provide room for lessons to rollover due to absences or other disruptions.
4b(v). If there are still lessons owing at the end of a semester, the remaining lessons will be credited to the student’s next term's invoice. Customer credit is not transferable for money but will be used at the earliest convenience - usually for the next term’s fees.
4c. Teacher absences
4c(i). If a lesson requires cancelling due to a teacher absence, GRCS will be notified the student by email, and the lesson will rollover - the student will not be charged
4c(ii). If the student's teacher is unavailable to teach for more than two weeks for any reason, GRCS may attempt to substitute the lesson with another teacher - this may be an already-current GRCS teacher, or a teacher specifically employed to substitute the lessons
4c(iii). If the student chooses not to accept the alternative teaching arrangement, in the event of an extended tutor absence, it is up to managerial discretion as to whether lesson credits will be issued - GRCS reserves the right to not issue lesson credits in this circumstance, as lessons agreements are between the student and GRCS, not the student and a teacher, as per 3g.
4d. Unavoidable absences
4d(i). If GRCS cancels any lessons due to events out of its control, customer credit may be given at the discretion of GRCS management
4d(ii). For In Schools lessons, at the beginning of each term, GRCS diligently attempts to consider all events planned by the school that conflict with lessons. However, the responsibility ultimately lies with the student to notify GRCS of events that may have been not communicated by the school.
4d(iii). If an In Schools lesson is unable to be taught due to events out of GRCS' control (such as, but not limited to, sports days, excursions, incursions and student free days), it is not GRCS' responsibility to make itself aware of any such event, as per 4d(ii).
4e. Ongoing absences
4e(i). If a student will be absent for more than three weeks due to medical reasons, a credit may be given, at the discretion of GRCS management - GRCS may require proof of medical issues preventing lesson attendance
5. Duration of the Lesson Agreement
5a. The lesson agreement between GRCS and the student is a rolling agreement that continues into each new term and new year.
5b. The students/families are emailed their invoices towards the end of each term/before the start of the new term until a termination notice is received, within the confines of 6a-6h.
5c. GRCS invoices students for a term at a time - if a student is enrolling mid-term, GRCS will charge the student for the number of lessons which can fit within the remainder of the term (based on the lesson type)
5d. As GRCS bills for a term at a time, as per 5c, the student must pay for a term at a time, unless an alternative payment arrangement has been approved by GRCS
6. Lesson Terminations
6a. If the student wishes to terminate the lesson agreement with GRCS, written notice via email to hello@greenroomconceptstudios.com must be received at least two weeks prior to the intended last lesson - if less than two weeks notice is provided, termination fees may apply.
6b. Verbal notice given to the tutor will not be acted upon and is not considered sufficient unless also confirmed in writing to GRCS by the client, as per 6a.
6c. If the student does not provide GRCS with two weeks’ notice, they will be charged a termination fee equivalent to two weeks of lessons.
6d. Exceptions on medical grounds may be made to 6a-6c, as determined by GRCS on a case-by-case basis
6e. No refund or credit will be given for any cancellations part way through a prepaid term for any services
6f. If GRCS has to cancel a lesson agreement it will endeavor to give two weeks notice to the student - any lessons remaining after the lessons’ end date will be credited to the student's account if payment has already been made.
6g. If GRCS has to cancel the student's lesson due to damage of GRCS property or harassment of GRCS staff by the student or their family, this may be done with no notice, and no credit or refund will be provided for any outstanding lessons.
6h. If a client wishes to terminate the lesson agreement, and they have outstanding lesson credits from a previous semester, these credits may be forfeited as part of the termination process
7. Payments of Invoices
7a. Invoices can always be paid online by bank transfer (the account details are included on the invoice), or credit or debit card online through the Student Portal (a link to do so is included on the invoice)
7b. Invoices may be able to be paid via EFTPOS or in cash - these options are not always available, and requests to make payments in these forms must be made via email to hello@greenroomconceptstudios.com
7c. GRCS prefers online payments through the Student Portal and bank transfers
7d. If a student pays via bank transfer, GRCS is not responsible for lost money if the student sends payment to the wrong account details
7e. If a student pays via bank transfer, they must include the invoice number as the payment reference - without this, GRCS may not be able to match the payment to the student, and the student may therefore receive overdue notices. GRCS is not liable for payments not being able to be matched to a student if they do not include an invoice number as the payment reference, or include an incorrect invoice number as the payment reference
8. Invoices and Overdue Accounts
8a. Invoices issued to a student by GRCS must be paid within 14 days of the invoice date, unless otherwise indicated on the invoice (every invoice will include an due date)
8b. If a student is having trouble paying an invoice, or expects that they will, they must advise GRCS via email to hello@greenroonconceptstudios.com - GRCS may, but is under no obligation to, make alternative payment arrangements with the student
8c. An invoice remains payable unless GRCS has confirmed otherwise in writing.
8d. It is the responsibility of the student to make GRCS aware of any payment issues that they may be facing
8e. GRCS will begin following up overdue invoices with good faith and an assumption that the lack of payment is an unintentional mistake. If the student does not make payment to (or arrange alternative payment arrangements with) GRCS after the first lesson reminder, GRCS may issue further payment reminders and overdue notices, request immediate payment of the outstanding balance, suspend lessons or other services while an account remains overdue, decline or suspend enrolment for a subsequent term while amounts remain outstanding, cancel a student's reserved lesson time where an account remains significantly overdue, or refer an account that remains unpaid for more than 30 days to an external debt collection service.
8f. GRCS retains discretion over the timeline and order of which the potential actions outlined in 8e may occur
8g. A student may contact GRCS if they believe that an invoice is incorrect, provided that they also provide an explanation of why they believe it to be incorrect - GRCS will then review the account and investigate the issue
8h. A student may request an intemised account history from GRCS at any stage - GRCS may provide this in the form of a copy of the student’s Attendance Record, and/or a copy of the account history in the Student Portal
8i. Collection activity relating to a genuinely disputed overdue invoice should be paused while GRCS investigates the dispute - this does not, however, prevent GRCS from pursuing amounts that are subsequently confirmed as owing following an investigation
8j. Students can view their lesson attendance and account history at any stage through the Student Portal
8k. GRCS reserves the right to suspend tuition and future lessons where an account remains overdue - if an account remains significantly overdue and no approved payment arrangement is in place, GRCS may release the student's regular lesson time to another student.
9. Photography & Filming
9a. GRCS may use film or still photographs of students for appropriate promotional purposes - this may include both print and digital media
9b. The student must inform GRCS in writing via email to hello@greenroomconceptstudios.com if they do not allow GRCS the use of media specified in 9a.
9c. The student may revoke permission to use film and photography of them at any stage prior to enrolment, throughout enrolment or following enrolment, however removal may not be immediate and may take an indefinite amount of time
9d. While removal of already-existing media may take time, as outlined in 9c, GRCS will not produce any new media containing a student if they have executed a request to opt-out of promotional material as per 9b.
9e. GRCS may continue to use film or photographs throughout and after student enrolment, including if a Lesson Agreement is terminated
9f. GRCS reserves the right to store film and photography in the GRCS Photo & Video Library, which is accessible by families of GRCS at any time - if the student terminates the Lesson Agreement, they may lose access to the GRCS Photo & Video Library, however material featuring them may persist within it
10. Changes to the Terms and Conditions
10a. GRCS may update the Terms and Conditions from time to time - where a change materially affects a student's rights or obligations, reasonable notice of the change will be provided.
10b. The Terms and Conditions are initially agreed to when submitting a signup request through the online form on GRCS’ website.
10c. The Terms and Conditions are re-agreed to by paying an invoice, if the Terms & Conditions have changed since last being agreed to.
10d. Updated Terms & Conditions will apply from the date specified by GRCS, subject to applicable law.
10e. Before paying an invoice, GRCS recommends that the student reviews the Terms & Conditions, to ensure that they understand them, including any changes which may have occurred since they last agreed
10f. A copy of the current Terms & Conditions at any time can be found at www.greenroomconceptstudios.com/terms-and-conditions
11. Consumer Law
11a. Nothing in these Terms & Conditions is intended to exclude, restrict or modify any right or remedy available under the Australian Consumer Law or other applicable legislation that cannot lawfully be excluded, restricted or modified.