Membership Terms & Conditions
Our membership terms & conditions apply across all recurring based subscriptions at The Pole Room. Memberships are created to encourage an on-going commitment to the program in the form of reduced pricing and increased service offerings. Please read the following terms & conditions before signing on to a membership.
1.0 Contract, Minimum Term & Cooling Off Period
1.1. This is a re-occurring billing agreement and will charge your account in regular intervals until cancelled or suspended
1.2. Memberships are billed at weekly intervals unless otherwise requested (fortnightly and yearly available)
1.3. All contracts have a 8-week minimum term from the date of activation
1.4. No suspensions or cancellations are permitted during the minimum term (1.3)
1.5. All membership payments are final and no refunds are available.
1.6. A 7-day cooling off period applies from the date your membership is purchased
2.0 Class Sessions Policy
2.1. Sessions are valid for 4 weeks (28 Days) from the date of credit – Sessions not used within this time period will automatically expire
2.1. Sessions are only valid for our weekly casual class and level based courses
2.2. Sessions cannot be transferred or used by other clients, family, friends or associates
2.3. Sessions cannot be used for services such as performance / showcase courses, private training and/or pole parties
2.4. Sessions cannot be redeemed for a retail or account credit
2.5. Sessions cannot be refunded if they are unused or expire
2.6. Sessions cannot be refunded, redeemed or transferred for any external factors such as injury, holiday or circumstances that you believe are outside of your control
2.7. Once your payment has been processed, your account will be credited with the number of sessions your membership
2.8. Sessions can only be used once they have been credited on to your account
2.9. Sessions must be booked on classes and practice session that fall within their activation and expiry date. I.e. If you session expires in 7 days, you cannot book a class 8 days in advance.
2.10. The minimum notice required to cancel a class is 6 hours. Failure to remove yourself from class with at least 6 hours notice (from the class start time) will mean the session is forfeited.
2.11. It’s the responsibility of the client to correctly manage their schedule and sessions through the app or website. The Pole Room is not responsible for bookings or purchases made by the client within these platforms
2.12. Sessions may only be used to book classes that are within your experience and ability level. For example, a Beginner student may not book an Intermediate level class until they have their instructors permission
3.0. Practice Session Policy
3.1. Some memberships may contain in-studio Practice Sessions. These Practice sessions give you the ability to book any practice time on the schedule that is running during studio opening hours
3.2. Practice sessions are valid for 4 weeks (28 Days) from date of credit. Sessions that are not used within this time period will automatically expire. Unlimited Practice sessions do not expire.
3.4. Fair use policy applies for unlimited practice. Our fair use policy states that clients using their practice session must do so in a way that takes into consideration other users of the studios for example, clients who book practice and do not show up may have their booking rights suspended.
4.0. Outside Hours Practice
3.1. Outside hours practice is the reserved for High Flyer members who are at Beginner Level 2 and have completed at least 20 in-studio classes at any of our studios. To apply for outside hours access you must first complete this form:
3.2. Outside hours is unsupervised and a key tag or code is required
3.3. A key tag or code is organised through the registration form link above
6.0. Suspension and Pausing Your Account
6.1. When your account is suspended it becomes inactive and sessions cannot be used
6.2. Accrued session expiration times are frozen to ensure they do not expire and will be available when you return
6.3. Membership suspensions are available after the first 12 weeks for injury and travel
6.4. Membership suspensions are available for a maximum of 3 months per year
6.5. Membership suspensions are free for 14 days but will incur a weekly $5.00 administration fee for every week after this
6.6. Membership suspensions require 7 days notice (from the date of signing your request form) and cannot be backdated
6.7. All membership suspensions require a suspension request form to be filled out at www.thepoleroom.com.au/suspension
7.o Downgrading & Cancellation Policy
7.1. Membership downgrades require a membership cancellation
7.2. 28 days notice is required to cancel your membership
7.3. All membership cancellations require a Cancellation Request form to be filled out at www.thepoleroom.com.au/cancellation
7.4. The 28 days cancellation period will start once your signature has been received and cannot be backdated
7.5. Your regular debits will occur as normal during the 28 days cancellation period
7.6. When your account is cancelled your account will remain ‘active’ for 30 days. During this time any remaining sessions can be used at the studio
8.0 Payment Processing & Account Management
8.1. All payments are processed by a third party – Mindbody
8.2. If your debit fails then we will contact you directly via both email and phone to rectify any outstanding payments
8.3. An automatic $15.00 administration fee applies for any failed payments
8.4. We reserve the right to pause any accounts that show a negative account balance, and only reinstate the account once the total owing has been paid.
9.0 Performance Night and Competition Eligibility
9.1. Our stage show Glow and Shine events are reserved for members only. All competitors and participants must hold a casual flyer membership or above and be regularly attending the studios throughout their enrolment in the event
9.2. Performance nights in studio are reserved for Session Pack holders, Members and Intro packages. To perform at an event you must;
a) Have been enrolled in an 8 week course and have attended at least 60% all sessions ran for that term
b) Undertaken at least 4 or more private training sessions with an instructor during the term
9.3 Performance nights do not guarantee the ability to perform. We will also do our best to fit all performers into the night, however due to time scheduling pressures, preference will be given to groups, instructors and 1st time students who have never performed.