Scope and Agreement
By registering for any Carson-Newman Summer Music Camp (“Camps”), the parent/guardian and participant agree to follow all camp policies, rules, and staff directives. These policies apply to all camp locations, activities, rehearsals, performances, housing, meals, and transportation provided or coordinated by the Camps.
Registration Accuracy and Eligibility
Families are responsible for submitting accurate registration information (including medical info, allergies, and emergency contacts). Participants must meet the stated eligibility (grade/age/experience/experience level) for the selected camp/track. The Camps may deny participation or remove a participant if eligibility requirements are not met or if information is knowingly falsified.
Participant Conduct and Safety
Participants must follow the Code of Conduct and all safety instructions. The Camps maintain a zero-tolerance posture for bullying, harassment, threats, fighting, possession of weapons, illegal substances, vaping, or any behavior that jeopardizes safety. The Camps reserve the right to remove a participant at any time for unsafe, disruptive, or disrespectful behavior, or for refusing to follow staff instructions.
Health and Medical Care
Families must disclose relevant medical conditions, allergies, and required accommodations during registration. The parent/guardian authorizes camp staff to seek emergency medical care as needed. The Camps cannot guarantee an allergen-free environment.
Property, Equipment, and Damages
Participants are responsible for their instruments, devices, and personal property. The Camps are not responsible for loss, theft, or damage. Participants may be financially responsible for damage to university property or facilities caused by negligence or misconduct.
Photography/Video
Camp activities may be photographed or recorded for promotional/educational purposes. By registering, families grant permission for the Camps to use images/video unless an opt-out is submitted in writing prior to camp.
Program Changes and Force Majeure
The Camps may adjust faculty, repertoire, schedule, locations, or format due to enrollment, staffing, facility needs, weather, or circumstances beyond reasonable control. If conditions require cancellation or significant modification, the Camps will communicate options as clearly as possible.
How to Cancel
All cancellation requests must be submitted in writing to the Camps (email is acceptable) and are effective on the date received.
Deposit and Non-Refundable Items
A $100 deposit reserves a participant’s spot (unless stated otherwise) and is non-refundable.
Refund Schedule
Cancel on/before April 30: Refund of payments made minus the $100 deposit.
Cancel on/after May 1: No refunds.
Removal for Conduct or Policy Violations
If a participant is removed for misconduct, safety violations, or refusal to follow staff instructions, the Camps may issue no refund.
Missed Time / Early Departure
No refunds are provided for late arrival, early departure, missed rehearsals, or incomplete attendance.
Medical/Emergency Exceptions (discretionary)
In documented, serious medical/emergency situations, the Camps may consider a partial refund or credit at the Camps’ discretion. Approval is not guaranteed.
Registration Deadline and Pay-in-Full Requirement
The deadline to register and pay in full is Sunday, May 17.
Accepted Payment Options
The Camps may offer multiple payment options, including:
Pay in full at registration
$100 deposit + balance later
Half now / half later
Monthly payment plan
Deadlines by Payment Option
Pay in full: Due by Sunday, May 17
$100 deposit + balance later: Must be paid in full by Sunday, May 17
Half now / half later: Must be paid in full by Sunday, May 17
Monthly payment plan (exception): May complete the final payment by Sunday, May 17
Completion of Registration
A registration is not considered complete until the required payment for the selected plan has successfully processed. The Camps reserve the right to cancel unpaid registrations and release reserved spots.
Purpose
Monthly payment plans are offered for convenience and household budget planning. A payment plan does not reduce the total tuition owed.
Required Dates
All other payment options must be paid in full by Sunday, May 17.
Late Fee
A $35 late fee will be applied to any late monthly payment plan payment.
Missed/Failed Payments
If a scheduled payment fails or becomes past due, the account is considered delinquent. Delinquent accounts may result in cancellation of registration and loss of the participant’s reserved spot. Refund eligibility, if any, follows the Cancellation Policy.
Chargebacks/Disputes
Chargebacks increase administrative costs and may result in cancellation until resolved. Any processing fees that are not returned to the Camps may be deducted from a refund (if applicable).
Selection and Hiring
Staff positions are filled based on qualifications, experience, fit for the role, and camp needs. Staffing decisions are at the Camps’ discretion.
Requirements (as applicable)
Applicants may be required to complete an interview, provide references, and pass a background check if working with minors. Staff must complete any required training prior to camp.
Professional Expectations and Student Safety
All staff are expected to maintain high standards of professionalism, appropriate boundaries, and consistent supervision. Staff must follow all youth-safety procedures and report safety concerns immediately.
Dismissal/Release from Service
Staff may be released from service for policy violations, poor performance, safety concerns, or failure to meet role expectations.