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Frequently Asked Questions


What are your customer service business hours?
Soundwaves business hours are Monday thru Friday 9AM to 6PM EST.

What shipping methods does Soundwaves use?
Orders for hard copy CDs and DVDs are shipped via United States Postal Service and UPS. Downloads are immediate upon payment.

How long does Soundwaves take to ship my disc order?
Orders placed after 2pm ET Monday through Friday or on weekends will ship the following business day. Orders placed during holidays may take an additional 1-2 days  to ship. Delivery time depends on the shipping method selected. Estimated delivery times are shown on  the shopping cart screen when you select a shipping method.

We can ship to virtually any address in the world. Note that there are restrictions on some products, and some products cannot be shipped to international destinations.

When you place an order, we will estimate shipping and delivery dates for you based on the availability of your items and the shipping options you choose. Depending on the shipping provider you choose, shipping date estimates may appear on the shipping quotes page.

Please also note that we will ship United States Post Office for a $4.00 flat rate for any amount you purchase.   UPS rates are weight based and we will give you the exact amount you will pay during the check-out process.

What is the status of my order?
You can log into 'My Account' where all of your account and order information is available to you. Here you will be able to 'View Messages', 'View Order Status', view 'Completed Orders', 'Your Address Book', 'Wish List' and 'Your Account Details'. Or feel free to call our toll free number 1-419-433-4918.

You may return most new, unopened items within 30 days of delivery for a full refund. We'll also pay the return shipping costs if the return is a result of our error (you received an incorrect or defective item, etc.).

You should expect to receive your refund within four weeks of giving your package to the return shipper, however, in many cases you will receive a refund more quickly. This time period includes the transit time for us to receive your return from the shipper (5 to 10 business days), the time it takes us to process your return once we receive it (3 to 5 business days), and the time it takes your bank to process our refund request (5 to 10 business days).

If you need to return an item, simply login to your account, view the order using the "Complete Orders" link under the My Account menu and click the Return Item(s) button. We'll notify you via e-mail of your refund once we've received and processed the returned item.

If you recieve a wrong or damaged item please contact us right away at 1-419-433-4918 or at mail@soundwaves.org and we will swiftly make it right.

What encryption does the Soundwaves website use?
Soundwaves uses industry standard 128-bit Secure Socket Layer (SSL) encryption for secure online eCommerce transactions. Your personal information including name, address, email address and credit card number is protected.

What is the minimum amount of discs we must order?
Thirty discs is our minimum order amount; pricing is lower with larger amounts. For details of price breaks see See cost and profit schedule.

What are the recording and production costs?
We combine all fees into one amount that varies based on the amount of discs you order. The package price includes travel, set-up, 2 hours of session or concert recording, up to 3 hours of mixing and mastering, up to 2 hours of graphic design, printing, duplication, filing and paying for the mechanical licenses required by law, and a sample disc.

Based on the amount of discs you order, your recording / production cost can be as low as nothing at all, to a maximum of $475, but this amount is rarely charged because significant discounts apply with purchases of certain CD/DVD amounts. You drastically reduce or eliminate your recording fee by purchasing specific quantities: For Example: When you order 50 CDs the recording / production fee is reduced to $375 and when you order 75 or more CDs the fee is eliminated.

What is the turnaround time for discs to be completed? 
Bulk orders will be shipped within 4 weeks of the recording date.

How can our group make a profit selling our CDs?
With orders of 75 to 99 CDs you "break even." But when you purchase 100 or more CDs your cost for each CD will be discounted below the retail selling price of $17.
At 100 CDs your price is $15, so you would make $2 each, or $200. At 125 CDs your price is $14 so you would make $3 each, or $375. At 150 CDs your price is $13, so you would make $4 each, or $600. At 200 CDs your price is $11 each, so you would make $6 each, or $1,200. And so on. See cost and profit schedule.

Can product be reordered?
Yes. We keep masters of every CD and DVD ever recorded by Soundwaves and reorders are always available. To determine cost you simply add the reorder quantity to the amount you have already purchased and the new price is based upon the new total quantity. This will usually result in you purchasing reorders at a lower cost due to a total purchase that puts you in a lower price bracket.

How much music will fit on a CD?
78 minutes of music on a CD.

Can we produce a Complication CD?
Yes, you can make a “compilation” CD. We can record multiple concerts, dress rehearsals, or special recording sessions. In each instance you will receive a fully mixed, edited and mastered CD Master. From these masters you will select the pieces you would like to included on your final compilation CD.(We can also include recordings that you may have made.) Each session costs $475, the cost of the final session is waived if you purchase 75 or more CDs of the final master. (the final CD includes both graphic design and the filing and paying for the mechanical licenses.)

When do you collect payment?
We do not ask for payment from schools or churches or booster groups until you receive your CDs. When multiple sessions are involved payment for each individual session is not required until you receive your Master CD of that session. Payment terms are 30 days after receiving your CDs. No up-front costs.

Are past Conference recordings available?
Yes, all music conferences, festivals, and district events we have recorded in the past are available. Please check the online music catalog or call us at out toll free number: 419-433-4918. You can also purchase and download individual pieces from all of the Conferences we have recorded.

What about graphics?
We have graphic artists who can design your CD art from scratch or can work with ideas you give us. We can use your supplied photos or graphics, or we can create graphics that fit your project. We include the names of all your ensemble members, so please supply these if they are not in your concert program. We'll also need the names of the composers, arrangers, and publishers of the pieces on your CD.

Our standard printed CD inserts are four panels: front cover, two inside pages, and the back page. So, in addition to the program and the students' names, there is usually room for a short message from you such as information about your group, a dedication, some thank you's, your mission statement, etc.
Often, everything we need is taken from the concert program leaving you with nothing to do regarding the graphics if you so desire.
Printed inserts with more pages are available. See cost and profit schedule.

Copyright Issues

For additional information go to the NAfME’s copyright information website.

What about the Copyright Laws?
If you are making recordings be aware that you are legally allowed to make only one copy for use in the classroom without being required to obtain and pay copyright license fees for any copyrighted material you use. If you plan to duplicate CDs for your students it is necessary for you to obtain and pay mechanical license fees to the copyright holder, the composer, and the arranger of each piece you record. Giving the recordings away, being a non-profit organization, not making any profit on the recording project, or not selling to the general public are not exceptions to this law. Mechanical Licenses must still be filed and paid.


If you are making recordings be aware that you are legally allowed to make only one copy for use in the classroom without being required to obtain and pay copyright license fees. If you plan to duplicate CDs for your students, it is necessary for you to obtain and pay mechanical license fees to the copyright holder, composer and arranger of each piece you record.

The copyright owner has the exclusive right to reproduce copyrighted works on CD, DVD or tape. Music educators who wish to record student performances and distribute copies of the recording must obtain and pay the copyright holder for the right to use their music. Once recordings of musical works have been distributed to the U.S. public, under the authority of the copyright owner, any other person may obtain a compulsory license to record the work by complying with certain procedures and by the payment of the royalty provided in Section 115 of the Law (Current rates are 9.1 cents per musical piece 5 minutes or less, and 1.75 cents per minute for pieces greater than 5 minutes.)

What if I am a non-profit organization or I am selling the CDs at my cost?

Giving the recordings away, being a non-profit organization, not making any profit on the recording project, or not selling to the general public are not exceptions to the law. Mechanical Licenses must still be filed and paid.

Who is legally responsible to pay for the license?

It doesn't matter who pays for the licenses as long as they are paid for. If they are not paid, then everyone involved in the project could be legally liable: the school system, the director, the recording company or recording engineer, the venue owner, and the organization or association who is hosting the concert or festival.
Mechanical licenses are obtained from the publishers. Once the license is obtained, payments must be sent to the publisher. You can deal directly with the copyright holders and negotiate a fee per piece, per copy. You can also obtain the mechanical licenses from the Harry Fox Agency a division of the National Music Publishers' Association (NMPA). 

When you record with Soundwaves we take care of purchasing the licenses. If you make your own recordings and have Soundwaves duplicate and package your CDs we will obatain the licenses for you and charge you only the actual license cost.

Penalties for Infringement
The remedies provided by the law to a copyright owner may mean that a music educator (and his/her institution or association) found making illegal copies, or otherwise infringing, will face:

Coupon Redemption
To redeem a coupon for a complimentary CD: Click the "Buy a CD" box to the right of your chosen CD, proceed to check out, and enter the coupon code when prompted. Contact Virginia@Soundwaves.org with any issues.  

NOTE: If you cannot find the information you are looking for, please email us or call 216-269-9673  9:00 AM to 6:00 PM ESTPhone messages received after business hours will be returned the next day.

    * Payment of from $500 to $20,000 (statutory damages) and if the court finds willfulness, up to $100,000 per copyright infringed.

    * If willful infringement for commercial advantage and private financial gain is proved, criminal fines of up to $250,000 and/or five years' imprisonment, or both.