Sway Dance Company
Studio Terms, Policies & Procedures
Welcome to the Sway Family!
We are so genuinely excited to have you and your Sway Dancer as part of our studio community. From the moment you walk through our doors, you are family — and like any great family, we excel when everyone is on the same page.
The policies in this document exist to protect your dancer, support our instructors, and make sure every single person in our studio has the experience they deserve. Please take a few minutes to read everything carefully, and do not hesitate to reach out to us with any questions. We are always happy to help.
1. Registration
To get your Sway Dancer started, all registration forms, health forms, waivers, and registration fees must be completed before their very first class.
Life changes — and when it does, please let us know right away. If any of the following change throughout the year, Sway Families are responsible for updating us promptly:
• Emergency contacts
• Medical information
• Phone numbers or home address
• Authorized pickup individuals
2. Tuition & Refund Policy
Monthly tuition is due on the 1st of every month for the duration of the dance season. We accept the following payment methods:
• Credit or debit card
• Online payment system
Please note: we do not accept cash, Zelle, Venmo, Cash App, or other third-party payment apps for Tuition.
A valid credit or debit card is required to remain on file for all Sway Families. If payment has not been received by the 4th of the month, the card on file will automatically be charged. A 3% processing fee applies to all credit card transactions.
A $25 late fee will be applied if payment is not received by the 5th of the month or if the card on file is declined. Students may be suspended from attending class if payment has not been resolved by the 5th.
How Tuition Works
Monthly tuition stays the same each month regardless of attendance. Tuition is based on the full dance season and divided into equal monthly payments — holidays and scheduled studio closures are already built in. Sway Dance Company does not prorate tuition for absences, vacations, holidays, or inclement weather.
Make-up classes may be available when applicable and must be scheduled within the same month of the absence.
Withdrawals
If your Sway Dancer will no longer be continuing classes, written notice must be provided at least two weeks before the new month begins. Tuition charges will continue until proper written notice is received.
If the studio must temporarily close for in-person classes, classes may continue virtually at the same tuition rate. No refunds or transfers will be issued in this case.
Tuition, uniform payments, recital fees, costume fees, and registration fees are non-refundable and non-transferable. No exceptions.
3. Dancer Class Requirements
To make sure every class runs smoothly and every Sway Dancer is set up for success, please send your child with the following each day:
• Labeled water bottle
• Extra hair ties
• Required dance attire (per the dress code)
• Proper dance shoes
• Labeled dance bag
Please label all belongings. Sway Dance Company is not responsible for lost, stolen, damaged, or broken personal items. We recommend leaving expensive electronics and valuables at home.
Cell phones are for emergency use only. If a phone becomes disruptive during class, staff may hold it at the front desk until pickup. Gum is not permitted in class. Hair must be secured and ready for dance according to our studio dress code.
Dancers may not bring weapons, alcohol, tobacco, drugs, or any other prohibited items. Possession of these items may result in immediate dismissal from the program and notification to legal authorities.
Our studio is everyone’s space — Sway Dancers are expected to help keep it clean, organized, and welcoming for all.
4. General Class Procedures
No refunds or prorated tuition are given for missed classes. If a Sway Dancer is absent for more than one week without communication, their spot may be offered to another student.
All make-up classes must be completed within the same month as the absence. Make-up classes are not offered for holidays or scheduled studio closures.
Please refer to your Welcome Packet for the full dress code and class-specific requirements.
5. Drop-Off & Pick-Up
Sway Families are responsible for dropping off and picking up their dancer on time each day. We recommend arriving at your scheduled time.
If your child needs to leave early, written notice must be provided to the studio on the day of class, and parents or guardians must still sign their child out in person.
Authorized Pick-Up
The safety of every Sway Dancer is our highest priority. Children will only be released to authorized individuals listed on their registration form. Staff may request a photo ID at any time. If someone not listed on the form needs to pick up your child, written authorization must be sent in advance and code provided at time of registration will be needed for release.
Any custody restrictions require official court documentation to be on file with the studio.
6. Late Pick-Up Policy
Sway Dance Company closes promptly at 8:30 PM unless otherwise communicated. All Sway Dancers must be picked up when their class ends. We understand that unexpected things happen — but please plan ahead, as late pickup fees apply:
• An additional $25 fee if pickup exceeds 20 minutes
Late fees will be automatically charged to the card on file. Repeated late pickups may result in removal from class or the program.
7. Unsafe or Impaired Pickup
The safety of your child always comes first. If the pickup individual appears impaired or otherwise unable to safely transport a child, Sway Dance Company staff will contact another parent, emergency contact, or authorized pickup person. If necessary, local authorities may be contacted. We will always do whatever it takes to make sure your dancer gets home safely.
8. Parking Policy
Please drive slowly and carefully in our parking lot. We ask all Sway Families to follow parking lot rules and remain mindful of pedestrians, children, and other vehicles. Our little ones are watching — let’s model the same care and respect we teach inside the studio.
9. Special Accommodations
Every child belongs at Sway. We are committed to creating a positive, inclusive, and supportive experience for all of our dancers. If your child has any special needs, medical concerns, behavioral supports, or accommodation requirements, we encourage you to connect with our Studio Directors before registration so we can work together on the best plan for your dancer.
Reasonable accommodations will always be thoughtfully considered.
10. Reaching Your Dancer at the Studio
If your child is experiencing any kind of issue at the studio, we will contact you directly. Since phones are off during class, please reach out to the studio directly for any urgent questions or concerns rather than calling or texting your dancer during class time.
11. Safety & Staff Screening
The safety of the children in our care is something we take very seriously at Sway Dance Company. Staff and volunteers may be screened and trained according to our studio procedures. Background screening reports are confidential and will not be released to parents or guardians.
12. Studio Expectations
Sway Dance Company is committed to being a safe, joyful, and welcoming space for every dancer, family, and staff member. The standard we hold inside our studio starts with the people in it — and we are proud of the culture our community has built together.
Sway Dancers are expected to show up every day with:
• Honesty and integrity
• Kindness and respect for others
• Teamwork and a cooperative spirit
• A positive attitude
• Respect for fellow dancers, families, staff, and studio property
Inappropriate language, threats, fighting, bullying, humiliation, intimidation, or aggressive behavior will not be tolerated. Dancers must keep their hands and feet to themselves and may never touch another dancer or staff member in a negative or inappropriate way.
13. No Bullying Policy
Sway is a place where every dancer belongs — full stop. Bullying of any kind is strictly prohibited within our studio community, including:
• Teasing, taunting, exclusion, or gossip
• Hitting, kicking, or put-downs
• Cyberbullying
• Harassment through text, email, messaging apps, or social media
All concerns will be taken seriously and addressed promptly. Every Sway Dancer deserves to feel accepted, safe, included, and celebrated — always.
14. Discipline Guidelines
Every Sway Dancer is entitled to a safe and positive experience. When concerns arise, we will always handle them with care and communication. Discipline measures may include:
• A verbal conversation
• Temporary time away from an activity
• Removal from an activity
• A call home to parents or guardians
• Suspension or removal from the studio program
Certain serious behaviors may result in immediate dismissal without refund. Sway Dance Company reserves the right to withdraw any participant who is unable or unwilling to uphold studio expectations.
15. Zero Tolerance Policy
The following behaviors may result in immediate suspension or dismissal from Sway Dance Company:
1. Behavior that endangers dancers, staff, or families
2. Leaving class or assigned areas without permission
3. Inappropriate touching or sexual misconduct
4. Theft or destruction of property
5. Physical assault, including hitting, kicking, or biting
6. Gang-related activity
7. Possession of weapons, tobacco, alcohol, or illegal substances
No refunds will be issued if a dancer is removed for behavioral reasons.
16. Medical & Emergency Information
Sway Families are responsible for notifying Sway Dance Company of all allergies, medical conditions, medications, and emergency concerns before their dancer’s first class and whenever information changes throughout the year.
Please keep your Sway Dancer home if they are experiencing any of the following:
• Fever of 101°F or higher
• Vomiting or diarrhea
• Pink eye or open rash
• Lice
• Contagious illness
• Severe cough or significant illness symptoms
Dancers must remain home until symptom-free for at least 24 hours. If your child becomes ill while at the studio, we will contact you and ask that you arrange a prompt pickup. Thank you for helping keep our whole Sway community healthy!
17. Accidents & Emergencies
In the event of a minor injury, first aid may be administered by staff and the incident may be documented. In the event of a medical emergency:
• First aid will be administered immediately
• Parents and guardians will be contacted right away
• Emergency contacts will be reached if parents cannot be
• 911 will be called when necessary
• A staff member will stay with your child until a parent or emergency contact arrives
All medical expenses remain the responsibility of the parent or guardian.
18. Medication Policy
Prescription and over-the-counter medications will not be administered without written parent or guardian consent and proper instructions. Dancers may not self-carry medication without parent permission and advance staff notification.
19. Emergency Evacuation Plan
In the event of a fire or emergency, all dancers and staff will exit through the nearest safe exit and gather at designated assembly areas. Attendance will be taken immediately to confirm every Sway Dancer is safe and accounted for.
20. Severe Weather
During severe weather, all dancers will remain supervised indoors until conditions are safe or parents arrive. No refunds will be issued for weather-related closures or schedule changes. We ask all Sway Families to have an emergency pickup plan ready during severe weather seasons.
21. Code of Conduct — Sway Families, Dancers & Guests
The Sway Dance Company community is built on mutual respect and shared love for the art. We are committed to maintaining a safe, welcoming space for every dancer, family, guest, and staff member — and we ask everyone who enters our doors to uphold that standard.
The following are not allowed within the Sway community:
• Angry, vulgar, or threatening language
• Swearing, shouting, or name-calling
• Physical aggression or harassment
• Sexual misconduct
• Theft or property damage
• Weapons or dangerous items
• Negative, harassing, or defamatory conduct on social media involving dancers, families, staff, or the studio
Concerns should always be addressed directly and privately with studio management. Public disputes, online callouts, or tagging Sway Dance Company in grievances are not acceptable.
Sway Families are expected to respect instructors, staff, choreography decisions, class placements, and artistic direction. If you ever have questions or concerns, we genuinely welcome that conversation — just bring it to us directly through a private meeting with management.
Thank You for Being Part of the Sway Family
At Sway Dance Company, everything we do is rooted in helping dancers grow — in community, creativity, confidence, discipline, leadership, and joy. We do not just teach dance; we help every dancer find their confidence, their community, and their love for for the art!
Thank you for trusting us with your Sway Dancer. We are deeply honored to be part of their journey, and we are so excited to see everything they will carry out this season.
By signing below, I confirm that I have read and agree to all policies outlined in the Sway Dance Company Studio Terms, Policies & Procedures.
