GROUP & CLUB BOOKINGS
Elara offers private group experiences including the Soiree Heels Class and Peach Sculpt Party for organizations, clubs, sororities, fitness groups, and social collectives. The following policy governs all group and club bookings to ensure fairness to both Elara and our clients.
1. Booking Confirmation & Deposit
All group bookings require a non-refundable deposit of 50% of the total package price to secure the date.
A booking is not confirmed until the deposit has been received and a confirmation email has been sent by Elara.
Elara will not hold dates, begin content creation, or begin choreography preparation without a confirmed deposit.
2. Cancellation Policy
Cancellations made 14 or more days before the event date: deposit is forfeited; no additional charges apply.
Cancellations made 7–13 days before the event date: 75% of the total package price is owed.
Cancellations made fewer than 7 days before the event date: 100% of the total package price is owed.
Cancellations due to low sign-up numbers, internal group disagreements, or change of mind do not exempt the client from the cancellation policy. Elara’s time, preparation, and any secured studio costs are non-recoverable.
3. Minimum Guest Requirement & Attendance Changes
All packages have a minimum guest requirement as stated in the pricing structure (typically 6 guests).
The organizer is responsible for confirming and maintaining the minimum headcount. Elara is not responsible for low attendance resulting from the group’s internal coordination.
If the final headcount drops below the minimum, the base package price remains the same.
Additional guests added after booking confirmation must be communicated at least 48 hours in advance of the event and will be charged at the applicable per-person rate.
4. Marketing & Promotion for Group Events
For club or organizational collaborations where Elara creates promotional content for the group’s benefit, the group agrees to share that content across their platforms within 24 hours of receipt.
Elara retains full rights to all content created for the event, including the right to repurpose it for Elara’s marketing channels.
If a group cancels after Elara has created and distributed promotional content, the cancellation fee applies regardless of promotional activity.
5. Rescheduling
One reschedule is permitted at no additional charge if requested 14 or more days before the original event date.
Rescheduling requests made fewer than 14 days before the event will incur a $75 rescheduling fee.
Rescheduled events must take place within 60 days of the original booking date.
6. Space & Location
For Soiree Heels Class: Elara secures the studio/space. Studio fees, if any, are included in or added to the package price and communicated at the time of booking.
For Peach Sculpt Party: Elara travels to the client’s location (home, Airbnb, private park, etc.). The client is responsible for ensuring the space is clear, safe, and ready at the agreed-upon time.
If the provided space is deemed unsafe or unsuitable upon arrival, Elara reserves the right to cancel the event and retain the deposit.
7. Code of Conduct
Elara events are designed to be safe, inclusive, and empowering spaces. Behavior that is disruptive, disrespectful, or harmful to any participant will result in removal from the event without a refund.
The group organizer is responsible for communicating these expectations to all attendees prior to the event.
PART III: GENERAL TERMS
Agreement to These Terms
By booking a group event, submitting a collaboration inquiry, or entering into any partnership with Elara, all parties acknowledge that they have read, understood, and agreed to the terms outlined in this policy. These terms are subject to change; the most current version will always be available on the Elara website.
Contact
For collaboration inquiries or questions about this policy, please reach out directly through the Elara website contact form or official email info@theelarastudio.com
Elara — Partner with Purpose.