Introduction
Kalpanaad Music Academy hosts a variety of events throughout the year including concerts by legendary artists,
masterclasses, workshops, student recitals, and cultural festivals. This Event Policy outlines the standard operating
procedures (SOPs), registration guidelines, refund policies, and cancellation protocols for all events organized by
the academy.
By registering for any Kalpanaad event, you agree to abide by the terms and conditions set forth in this policy.
We recommend reading this document carefully before making any bookings.
Note: Event policies may vary slightly depending on the nature of the event, venue, and participating artists.
Specific event pages will highlight any deviations from this master policy.
Types of Events
Concerts & Recitals
Performances by renowned artists and student showcases
Venues: Kalpanaad Concert Hall, Outdoor Amphitheater
Capacity: 100-500 seats
Duration: 2-3 hours
Masterclasses
Interactive sessions with legendary gurus
Format: 60-90 min instruction + Q&A
Participants: 20-50 active participants
Observers: Unlimited
Workshops
Hands-on learning experiences
Duration: Half-day (4 hrs) or Full-day (8 hrs)
Materials: Provided by academy
Prerequisites: Varies by workshop
Festivals & Camps
Multi-day cultural celebrations
Duration: 2-5 days
Includes: Performances, workshops, seminars
Accommodation: Optional add-on
Standard Operating Procedures (SOPs)
Pre-Event Procedures
1
Event Announcement
Events are announced 4-8 weeks in advance through our website, newsletter, and social media channels.
T-4 to 8 weeks
2
Ticket Sales Open
Early bird tickets released 6 weeks prior. General sales begin 4 weeks prior. Member presales available 48 hours before public sales.
T-6 weeks
3
Registration Deadline
Online registration closes 48 hours before the event. On-site registration available if seats remain.
T-48 hours
4
Final Confirmation
Registered attendees receive detailed event information, venue directions, and any preparatory materials.
T-24 hours
Event Day Procedures
A
Venue Setup
Venue setup begins 4 hours prior to event. Sound check with artists completed 2 hours prior.
T-4 hours
B
Registration Desk Opens
On-site check-in begins 90 minutes before event. QR code scanning for pre-booked attendees.
T-90 min
C
Doors Open
Auditorium/venue doors open 30 minutes before start time. Seating is general admission unless specified otherwise.
T-30 min
D
Event Commences
Events start promptly at scheduled time. Late entry is permitted during appropriate pauses.
T-0
Post-Event Procedures
i
Feedback Collection
Attendees receive feedback forms via email within 24 hours. Responses help us improve future events.
T+24 hours
ii
Recording & Media
Select events are recorded. Recordings are made available to attendees within 7-14 days (where applicable).
T+7-14 days
iii
Certificate Distribution
Participation certificates (for workshops/masterclasses) are emailed within 7 business days.
T+7 days
Registration & Ticketing
Ticket Categories
- Early Bird: Available 6-4 weeks before event. 20-30% discount on regular prices.
- Regular: Standard pricing from 4 weeks until 48 hours before event.
- Last Minute: Available online until 2 hours before event or at venue (if seats available).
- Student/Senior: Concessional rates available for students (valid ID required) and senior citizens (60+).
- Member: Exclusive discounts for Kalpanaad Members (annual membership benefits).
- Group Booking: 10+ tickets qualify for 15% group discount.
Registration Confirmation
Upon successful registration, you will receive:
- Confirmation email with booking ID and QR code
- SMS confirmation (if mobile number provided)
- Calendar invite (optional)
- Reminder email 24 hours before event
QR Code Entry: All tickets include a unique QR code. Please present the QR code (printed or on mobile) at the venue for contactless check-in.
Refund & Cancellation Policy
Standard Refund Timelines
Refund eligibility and amounts depend on when you cancel your registration:
| Cancellation Timeline |
Refund Amount |
Processing Fee |
| 30+ days before event |
100% refund |
No fee |
| 15-29 days before event |
100% refund |
₹200 processing fee |
| 7-14 days before event |
75% refund |
₹300 processing fee |
| 3-6 days before event |
50% refund |
₹400 processing fee |
| 48 hours - 24 hours before event |
25% refund |
₹500 processing fee |
| Within 24 hours of event |
No refund |
— |
| No-show on event day |
No refund |
— |
Workshop & Masterclass Specifics
For workshops and masterclasses with limited participant capacity:
- Active participant cancellation: If you cancel within 14 days of workshop, your spot cannot be replaced. Refunds follow the standard table above.
- Observer cancellation: Standard refund policy applies.
- Material fees: If workshop includes materials (instruments, books, etc.), material cost (typically ₹500-2000) is non-refundable once shipped or prepared.
Festival & Camp Cancellations
For multi-day events and residential camps:
- 30+ days before camp: 100% refund minus ₹1000 administrative fee.
- 15-29 days before camp: 75% refund minus ₹1000 fee.
- 7-14 days before camp: 50% refund minus ₹1000 fee.
- Less than 7 days: No refund.
- Accommodation charges: Refunded fully if cancelled 15+ days before; 50% if cancelled 7-14 days; non-refundable within 7 days.
All refunds are processed to the original payment method within 7-15 business days of approval.
Transfer & Substitution Policy
Ticket Transfers
- To another person: Tickets can be transferred to another person free of cost up to 24 hours before the event. Request must be sent from the original registrant's email.
- To another event: Tickets can be transferred to another Kalpanaad event of equal or lesser value within 6 months, subject to a ₹300 transfer fee. Must be requested at least 7 days before original event.
- Upgrade: You may upgrade your ticket (e.g., from General to VIP) by paying the price difference, subject to availability.
Substitution Rules
- Workshops/Masterclasses: Active participant substitutions are allowed up to 48 hours before event. Substitute must meet any prerequisites.
- Group bookings: Substitutions within a group booking are allowed at any time up to event start.
Event Cancellation by Kalpanaad
While we strive to conduct all announced events, certain circumstances may force us to cancel or reschedule:
Reasons for Cancellation
- Low enrollment: If minimum participant threshold (typically 15-20) is not met 10 days before event.
- Artist unavailability: Due to illness, travel issues, or other emergencies.
- Technical/logistical issues: Venue problems, equipment failure, etc.
- Force majeure: Natural disasters, government restrictions, etc. (see Force Majeure section).
Our Commitment to You
If Kalpanaad cancels an event, you will receive:
- Full refund of the ticket price (including all fees) within 7 business days.
- OR transfer to a rescheduled date of the same event (if available).
- OR credit note valid for 12 months for any future Kalpanaad event.
- Early notification: We will notify you immediately via email and SMS.
You always have the choice: In case of our cancellation, we offer full refund OR transfer. The choice is entirely yours.
Force Majeure & Natural Calamities
Force majeure refers to unforeseeable circumstances beyond our control that prevent us from holding an event as scheduled.
Covered Events
Severe Weather
Cyclones, floods, heavy rainfall, thunderstorms
Natural Disasters
Earthquakes, landslides, fire, epidemic
Health Emergencies
Pandemics, public health advisories, lockdowns
Government Actions
Curfews, restrictions, legal injunctions
Infrastructure Failure
Power outages, transport disruptions
Civil Unrest
Protests, strikes, security concerns
Force Majeure Policy
In case of a force majeure event:
- Event postponement: We will make every effort to reschedule the event. Your ticket will be valid for the new date automatically.
- Event cancellation: If rescheduling is not possible, we will issue a full refund OR credit note (your choice).
- Partial completion: If an event is interrupted mid-way due to force majeure, we will issue pro-rata refunds for the uncompleted portion.
- Communication: We will communicate updates via email, SMS, and our website/social media channels.
Non-Refundable Scenarios
- Personal inconvenience: Inability to attend due to personal reasons not covered under force majeure (see Refund Policy above).
- Travel disruptions: We are not responsible for travel/accommodation costs you may have incurred. We recommend travel insurance for outstation events.
- Perceived risk: If you choose not to attend due to perceived risk when the event is proceeding as scheduled, standard cancellation policy applies.
Recommendation: For outstation events or expensive travel bookings, we strongly recommend purchasing travel insurance that covers event cancellations.
Attendee Code of Conduct
To ensure a pleasant experience for all, attendees must adhere to the following:
- Respect artists and fellow attendees: Maintain silence during performances, avoid unnecessary movement.
- Photography/Recording: Not permitted without explicit permission. Flash photography strictly prohibited.
- Mobile phones: Must be switched off or on silent mode inside the performance venue.
- Late arrival: Entry may be restricted during ongoing performances; you may be seated at an appropriate pause.
- Children: Children below 5 years not permitted unless specified. Children must be accompanied by adults.
- Food & Drink: Not permitted inside the performance hall. Designated areas available.
Violation of the code of conduct may result in removal from the venue without refund.
Insurance & Liability
- Personal belongings: Kalpanaad is not responsible for loss or damage to personal belongings at event venues.
- Injury: Participants in workshops/masterclasses engage at their own risk. Kalpanaad carries public liability insurance but recommends personal health coverage.
- Instruments: Bring your own instruments for workshops unless specified. We are not liable for damage to personal instruments.
Event Queries & Support
For questions about events, registration issues, or refund requests, please contact our events team: