ALASKA THEATRE OF YOUTH CONSERVATORY & RECREATIONAL PROGRAMS:
POLICIES, PROCEDURES, AND PARTICIPANT RELEASE OF LIABILITY & ASSUMPTION OF RISK
A. ALASKA THEATRE OF YOUTH PROGRAM POLICIES & PROCEDURES
1. Booking Fee. All bookings, including those of scholarship recipients, require a $50.00 non-refundable administrative fee at the time of booking (“Booking Fee”). The Booking Fee will not be refunded in the event the booking is cancelled, except for cancellations made by ATY pursuant to Section A.4 below, including if the cancellation is the result of force majeure, unforeseen circumstances, or last-minute hardships.
2. Cancellations by Participant. The following cancellation policy has been established to meet the demands of planning well organized programming for Alaska Theatre of Youth (“ATY”) Summer, Spring, and Winter Break Conservatory & Recreational Programs (individually a “Program” and collectively the “Programs”). Cancellation requests must be received via email to aty@alaskatheatreofyouth.org or through ATY’s “contact us” link found on its website (www.alaskatheatreofyouth.org) within the following timeframe: (1) cancellations received at least seven calendar days prior to the first day of a Program will receive a full refund minus the non-refundable Booking Fee, (2) cancellation requests received fewer than seven calendar days prior to the first day of a Program are not eligible for a refund.
3. Cancellations by ATY. ATY reserves the right to cancel or reschedule a Program for any reason. In the unlikely event that ATY cancels a booking ATY will issue a full refund or allow the participant to transfer the funds to another Program, unless the cancellation is the result of force majeure or unforeseen circumstances as described in Section A.1, above.
4. Early Termination. Once a Program has begun, no refund will be issued in the event that a Program is terminated early for any reason.
5. Early Departure or Dismissal of Program Participant. No refunds will be provided if a participant departs or is dismissed from an ongoing ATY program due to injury or for personal, disciplinary, or behavioral reasons. ATY retains the right to dismiss a participant for any reason. ATY is not responsible for additional costs associated with cancellations or Program changes.
6. Payments. Payments can be made through ATY’s website (www.alaskatheatreofyouth.org) or other approved platform. In that event of a refund, such refund will only include Program fees and not any potential fees or service charges from the booking platform. Payment plans are available. Interested participants should contact ATY at aty@alaskatheatreofyouth.org or through the “contact us” link on the ATY website. Full payment must be received by the Program start date.
7. Transfer Policies. Requests to transfer to a different Program must be made by email to aty@alaskatheatreofyouth.org or through the “contact us” link on the ATY website. Transfers may or may not be approved depending on the Program capacity and staff availability. Transfers can only be made within the same Program year—e.g., a 2024 summer Program participant may transfer payment to another Program in 2024, but may not transfer payment to a Program in 2025.
8. Communication. ATY communicates primarily through email and, depending on the Program, through the Remind app. Participants, parents, legal guardians, and caregivers are responsible for ensuring that aty@alaskatheatreofyouth.org is added to the safe sender lists and that all emails or app based communications from ATY are being received, as well as for ensuring that ATY has been provided with the correct contact and emergency contact information for the participant. Parents, legal guardians, and caregivers can communicate with ATY via the above email address or by text or phone call to (907) 338-4901.
9. Participant Responsibility. ATY is not a child care facility. Rather, ATY is a recreational program that allows minor Program participants to attend but does not assume responsibility of participants. Program participants or participant’s parents/legal guardians are responsible for participants' own well-being. This includes good health and physical condition. Program participants or participant’s parents/legal guardians are responsible for (1) knowing all program information, (2) preparing proper gear and nutrition/hydration, (3) conforming to basic standards of personal hygiene (because we work in close proximity and wear costumes for multiple days in theatre), (4) signing all forms and waivers, and acting in a respectful manner toward all participants and staff and with respect for each place/country’s customs. Participants are prohibited from using illegal drugs and alcohol while in ATY programs.
10. Behavioral Expectations. Participant’s responsibilities include the following behavioral expectations:
a. Respect for others: We expect students to be kind and respectful to everyone. Participants will respect the personal space and feelings of the other participants. Fighting, bullying, name calling, intimidations, bigotry of any kind, inappropriate language or any other form of emotional or physical abuse or unwanted contact directed to one another, teachers, counselors, directors or volunteers are prohibited.
b. Professionalism: Participants are expected to pay attention to and follow the instructions and directions of teachers, directors, counselors, assistant counselors and adult volunteers. Disruptive or distracting behavior affects this collaborative environment and hinders both our rehearsal progress and the final product. To this end, students may not use cell phones or electronic games during classes, rehearsals, or performances, except for during scheduled breaks, unless otherwise instructed.
c. Respect our Theatre: Participants will respect the theatre facilities, costumes, props, sets, and all other ATY, UAA or other venue property. They will pick up after themselves and work to keep the theatre and classrooms clean.
d. Attendance: Show up to rehearsals and performances on-time and ready to work with all necessary props, costume pieces, notes or scripts. An ensemble relies on everyone being present (both mentally and physically) and prepared to create.
e. Backstage Etiquette: Backstage should be a safe environment. Participants will move cautiously, keep the area clear of belongings on the floor, abstain from touching props or other items not belonging to the actor, and leave the curtains alone.
f. Communication: If a participant must miss a day of rehearsal, it must be communicated via email or text to ATY so that we can make adjustments in rehearsal that day. Chronic absences from rehearsals, could result in re-casting the role.
g. Discrimination: A diverse representation of voices creates better art, and ATY respects, accepts, and celebrates the unique differences in each of us. Discrimination on the basis of race, color, religion, gender, national origin, disability, or on any other basis is never allowed.
h. Attitude: Participants are part of a team effort, and therefore must maintain a positive attitude, even on days when students have a million reasons to not be open-minded and willing to work.
11. Discipline. ATY does not tolerate (1) behavior that threatens the physical or emotional safety of self or others; (2) destructive behavior; (3) behavior that is a detriment to the quality of Program or impedes other participants from engaging in the Program to the full extent. Should a participant display these behaviors, an ATY representative will contact the parent or legal guardian. Depending on the severity of the conduct ATY will impose discipline it deems appropriate, which may range from: (1) immediate pick up, (2) suspension, or (3) dismissal from the Program. If a participant is dismissed from the Program, a refund will not be provided for the Program in progress. However, a 50% refund will be provided for all remaining Programs for which the participant is registered.
12. Other Considerations for Minor Participants. Does your child have any special needs? Please keep in mind that while ATY makes every reasonable effort to include all types of participants, we are not trained as special needs educators, and while we can accommodate many different learning styles, we are not well equipped for participants that need a 1:1 guidance. If participant runs away, is non-verbal, has difficulty differentiating safe situations/actions from unsafe ones, and/or has trouble adhering to safety instructions from teachers/counselors/volunteers, we are not the best-suited program for your child. Please make every effort to give us as much information in the form below about your child and how we can best support them in our programming, including any support materials (such as noise canceling headphones, fidget toys, weighted blankets) or strategies that will assist us in giving your child the best possible experience while maintaining safety standards for all participants and staff.
13. Location and Facilities. ATY programming is held at facilities and locations that are not owned by ATY, including the University of Alaska Anchorage Fine Arts Building (“UAA”) and the Turnagain Arts Building (“TAB”).
a. UAA: Participants will be led on foot to Goose Lake and Goose Lake playground via the Anchorage trail system for lunch breaks and other activities. Participants will also use the front lawn and occasionally the surrounding UAA trail system for outdoor activities.
b. TAB: Participants will be led on foot to Fish Creek Park via sidewalk for lunch breaks and outdoor activities.
B. PARTICIPANT RELEASE OF LIABILITY & ASSUMPTION OF RISK
In consideration of being permitted to participate in an ATY Program or Programs, or in consideration of the participation of the minor child named below (the “Named Participant”), I the undersigned, acknowledge, appreciate, and agree that:
1. Risks. I understand that all theatre and outdoor activities have a certain degree of risk including but not limited to PHYSICAL INJURY, DEATH, SERIOUS NECK AND SPINAL INJURIES, PARALYSIS, EMOTIONAL INJURY, PROPERTY DAMAGE, OR OTHER DAMAGE, including but not limited to being due to the following causes: (1) adverse weather conditions, (2) risks from terrain including but not limited to unstable footing, falling, stage drops, equipment malfunctions, tripping, stumbling, moving in low-light conditions in the theatre environment, props, rocks, set pieces, trees, and playground equipment (3) varying wind and temperatures, including inclement weather and rain, (4) confrontations with wildlife and domestic animals including but not limited to stinging and biting insects, moose, bears, and dogs (5) exposure to the elements, which may result in hypothermia, sunburn, sunstroke, dehydration, fatigue, chill and/or dizziness, (6) equipment failure, (7) collisions with other participants, ATY employees, and third parties. I understand that these risks are inherent to the nature of the activity and cannot be eliminated without jeopardizing the essential qualities of this activity; proper use of equipment and safety gear may mitigate but cannot eliminate risks.
2. Risk of Negligence. I understand that there is a risk that injury may occur because of the negligence of ATY, other participants, or other third parties, both related and unrelated to the risks outlined above, including but not limited to errors in judgment (for example, improper instruction, improper use of equipment, improper set design or construction, improper route or location selection).
3. Voluntary Assumption of All Risks. I KNOWINGLY AND FREELY ASSUME ALL RISKS, both known and unknown, including risks arising from the negligence of ATY or others, and assume full responsibility for my participation and/or that of the Named Participant. I voluntarily choose to participate and/or allow the Named Participant to participate despite the risks. I affirm that I am solely responsible for determining whether I/the Named Participant can safely participate in this event and that I will not participate or allow the Named Participant to do so if I or they cannot participate safely.
4. Acknowledgement of Licensing Exemption. I understand that ATY is not a childcare facility. I understand and acknowledge that ATY is a program exempt from the requirements of Alaska Statutes 47.32 et seq. and Anchorage Municipal Codes 16.55 et seq. relating to licensed child care facilities. I understand that, to meet the requirements of exemption, all minor participants in ATY Programs are allowed to attend voluntarily and must be of school age and that ATY WILL NOT ASSUME RESPONSIBILITY FOR THE CARE OF MINOR PARTICIPANTS. I acknowledge that I am aware and understand that ATY is not a licensed child care facility and agree to the conditions as stated above.
5. My Age, Skill, and Insurance Coverage. I certify that (1) I am over the age of 18 or the parent or legal guardian of the Named Participant under 18. I further certify (2) that I and/or the Named Participate have sufficient skill and fitness to participate in the ATY Program or Programs. I further certify (3) that I/the Named Participant have no medical, mental, or physical conditions which would interfere with my/the Name Participant’s safety or ability to participate in the Program, or—if I/the Named Participant have such a condition—that I am willing to assume and bear the cost of all risks that may be created, directly or indirectly, by such condition. I further certify (4) that I have sufficient health, accident, and liability insurance to cover any bodily injury or property damage I/the Named Participant may suffer, or cause to a third party, as a result of my/the Named Participant’s participation in this Program, or—if I have no such insurance—that I am willing and able to personally pay for any and all such expenses or liability.
6. Voluntary Compliance with ATY Policies, Procedures, Terms and Conditions. I willingly agree to comply with all ATY policies, procedures, terms and conditions for participation. If I observe any unusual significant hazard during my/the Named Participant’s presence or participation, I will remove myself/the Named Participant from participation and bring such to the attention of the nearest ATY employee immediately.
7. Hold Harmless. I, for myself and on behalf of my heirs, assigns, personal representatives and next of kin, RELEASE, INDEMNIFY, AND HOLD HARMLESS, ATY, and its officers, officials, agents, and/or employees, other participants, sponsors, advertisers, and if applicable, owners and lessors of premises used to conduct the event, and the successors and assigns of all of the foregoing (collectively “RELEASEES”), from any and all claims, demands, losses, and liability arising out of or related to any injury, disability, or death I or the Named Participant may suffer, or loss or damage to person or property, to the fullest extent permitted by law, including any such claims which allege negligent acts or omissions by RELEASEES.
8. Authorization, Release, and Indemnity for Emergency Medical Care. If the RELEASEES deem it necessary to administer any emergency medical services, or to transport me or the Named Participant to another location for medical reasons, I agree that RELEASEES have permission to do so and to disclose my health information or the health information of the Named Participant. I waive any right to object or bring any type of action or claim against the RELEASEES for their decisions, actions, or omissions, including negligence, related to emergency medical services. I agree to indemnify RELEASEES for (i.e., pay for) any expenses, including transport costs, related to my emergency medical care.
9. Parent or Guardian’s Additional Indemnification. In consideration of minor Named Participant being permitted by ATY to participate in its Programs and to use its equipment and facilities, I further agree to indemnify and hold harmless RELEASEES from any and all claims which are brought by, in respect to, or on behalf of the minor Named Participant and which are in any way connected with the Named Participant’s participation in the Program or Programs. I hereby certify that I have the authority to sign on behalf of the Named Participant, that I am the Named Participant’s parent or legal guardian, and that I and the Named Participant have discussed the ATY Program and the policies, procedures, terms and conditions of this agreement as set out above.
10. Costs and Fees. If it is necessary for RELEASEES or someone on the RELEASEES’ behalf to incur attorney’s fees and costs to enforce this Agreement, or part of it, I agree to indemnify them for (i.e., pay for) those expenses.
11. Law, Forum, Entire Agreement. If I file a lawsuit against the RELEASEES, I agree to do so solely in the Superior Court in Anchorage, Alaska. I further agree that the substantive law of Alaska shall apply in that action without regard to any conflict of law rules. If any part of this Agreement is found invalid, the remainder will continue in full force and effect. This contract forms the entire agreement between me and ATY and cannot be modified or changed in any way except in a writing signed by my and a duly authorized representative of ATY.
12. Media and Photo Use. I authorize ATY to use my/the Named Participant’s image, photographs, likeness, and/or voice in ATY’s publications, including its website and social media accounts.