2025/2026 General Policies & Procedures

Communication

Important information will be communicated to our members via email.  Please check your inbox regularly to ensure that you are up to date with all FVBD information.  General information may also be posted on our Facebook and Instagram pages. Please be sure to like and follow us (Fraser Valley Baton and Dance).

Parent Viewing 

To minimize distractions for both our students and coaches, parent viewing is limited to the final 5 minutes of class. 

We will have 1 watching week scheduled each semester, where parents are welcome to watch the entire class if they wish.

We have found that the parents' presence in the studio is usually a distraction to our students, interrupting the flow of classes. Of course, we aim to meet each child/family where they are and strive to make everyone feel welcome and comfortable. If you have any concerns about leaving your child or they require an accommodation in this way, please do not hesitate to reach out so that we can make that happen.

Attendance

To receive full benefits from the class, students must be punctual and attend regularly. Missed classes and tardiness may cause your child to fall behind, making it hard on them, their team members, and coaches.  Please inform your coach if your child cannot attend a lesson.  No refunds will be made for missed lessons. Please contact us if you wish to book a private session to make up for any missed classes. Private sessions are $45/hr.

Volunteer Hours

As we are a registered non profit organization with a small but growing student base, we rely on and greatly appreciate the involvement and support of our students families. 

This season for our Baton families, we are implementing a new volunteer system. We are asking each family to submit a $150 cheque, post-dated for June 30th. During the year, we ask that you complete 3 volunteer jobs. Once you have completed your 3 jobs, your cheque will be returned to you. These jobs will range from fundraising tasks, parade volunteers, costume support, helping at our showcases and much more. You will be given plenty of notice, and everyone will have an equal chance to sign up.

Of course, our Dance families are welcome and encouraged to volunteer as well, and everyone is welcome to complete more than 3 tasks if they wish.

Calendar

Classes will not be held on statutory holidays, as we do not have access to the studio or gym, or on Saturdays that fall on long weekends.

If at any time the studio/gym is unavailable for a class, all efforts will be made to reschedule the class time at another location.

Community Events & Parades

Fraser Valley Baton and Dance tries to gain exposure each year by performing at local events. These events vary from year to year but may include local parades and community festivals.  Participation in these events is highly encouraged, and advance notice will be given so parents can plan accordingly. Not only are these events great for FVBD, and also a great way to bond with your teammates.

Costumes

Each student pays a $60 costume fee per class, due on October 1st. This covers the costumes and accessories for each group. The costume will be worn at the end of semester show as well as any competitions your group participates in. Throughout the year, additional group outfits may be required for events such as parades or community performances. 

We make every effort to keep costs at a minimum for each student. You can anticipate spending approximately $100 on costumes throughout the year, depending on which program you are enrolled in.

Costumes can also be made/purchased for individual events, competitions and performances at your own cost.

We do have some second-hand costumes for purchase for solos and duos.

Fundraising

As we are a non-profit organization, we depend on the fundraising efforts of our families to help with some of the costs that are not covered by the program fees. We expect and encourage each family to participate to the best of their ability.

We aim to host a chocolate sales fundraiser each Fall, the money raised will be added to the club/studio operations account. It will be used towards studio upkeep, rent, and general operations with a goal of keeping classes low cost and accessible to all. We ask each student to sell one case. If you choose to sell more than one case, the additional proceeds will be added to your account to be used for monthly fees, costumes, club jackets, etc.

Additionally, our fundraising committee will hold 3 to 4 other fundraising events throughout the season with the goal to purchase a studio jacket for each participant, as well as for use towards competition fees, extra costumes, Pom Poms, upgraded Batons etc. Proceeds from these additional fundraisers will be credited to those who choose to participate in each fundraiser.

Private Lessons 

For students who are interested, all our coaches are available to book private lessons.  They can be hired regularly or just once in a while to assist with something specific. The rate is $45/hour.  Privates can vary in length depending on the age of the student, and can be as short as 30 minutes.  Please advise us as soon as possible if you are interested in this option for your child.

Studio Merch & Accessories  

Fraser Valley Baton and Dance makes every effort to see that Club track suits, sweatshirts, and baton bags are available for purchase. Although not required for new students, the purchase of a club jacket is encouraged. Subsidies may be available provided that the athlete has participated in fundraising activities, club functions, and that funding is available.  

FYI, Baton cases make a great Xmas present and a way to keep the batons stored safely.

Class Curriculum and Structure

Class structure is at the sole discretion of the coach. The flow of classes will look different based on the age of participants and the genre of the class. 

The major focus of our classes is to develop and improve the students' skills and abilities. We strive to do this in an inclusive, positive, and age-appropriate manner. It is not uncommon in any class to see students learning skills such as basic gymnastic skills or dance skills from another genre to enhance their overall experience.  Fraser Valley Baton and Dance offers instruction from certified coaches.

Payment

Registration fees and the first monthly payment are accepted at the time of registration.

Costume fees for Semester 1 will be collected on October 1st and for Semester 2 on March 1st

Multiple payment plans are available, and program fees are non-refundable after the first month, regardless of the payment plan you are set up on.

Withdrawal – if you are on a monthly payment plan, we require one month's notice to stop payments and withdraw your child from class.

If you are on a payment plan and you anticipate a disturbance in the payments, please contact us immediately. Missed payments may prevent your child from participating in class until alternate arrangements have been made and may include a $20 administrative fee. Alternate plans will be considered at the sole discretion of the director.

Refunds – we do not offer refunds for missed classes. If a class is cancelled due to weather or another extenuating circumstance, it will be rescheduled with advance notice before the end of the semester.