Group & Private Instruction Booking Policies
These policies exist to protect the safety, well-being, and positive experience of all participants — including students, families, and staff. Clear expectations help us create a respectful, inclusive, and predictable environment where children can thrive.
By reviewing and agreeing to these policies, groups, families, and organizations partner with us in supporting a high-quality, low-stress outdoor learning experience for everyone involved.
Policies may be updated periodically without notice, and the most current versions will be published on our official website or booking platform.
How Our Policies Work Together
For our standard class policies and terms, see Policies. These Group policies are supplemental/modified for private group bookings. Unless otherwise noted here, the standard class policies also apply to group bookings. In the event of any inconsistency, the standard class policies govern unless a specific provision in these Group policies states otherwise.
The Group Policies provide further guidance for certain types of reservations, including:
Groups: Bookings involving 10 or more individuals, or multiple parties coordinating under a single reservation.
Families: A single household or closely related individuals traveling together, typically not exceeding two households.
Schools and Organizations: Reservations made on behalf of educational institutions, companies, clubs, nonprofits, or other organized entities.
Booking Your Session
1. Scheduling & Available Dates
All group sessions are booked based on instructor availability.
If multiple groups request the same date, bookings are confirmed on a first-come, first-served basis once payment is received.
2. How to Secure Your Date
A session is confirmed only when:
The date and time are selected and agreed upon, and
The deposit or full payment is received.
The first group to complete both steps secures the date.
3. Payment & Confirmation
A non-refundable deposit is required to hold your date.
The deposit must be paid at the time of booking.
The final balance & headcount are due 10 days before the event.
Late payments may result in cancellation without refund
The deposit applies toward your final balance, which will be adjusted based on the actual group size confirmed before the event.
For bookings made less than 10 days in advance, the full amount is due at the time of booking.
Once payment is received, you will receive a confirmation email with all session details.
4. Cancellations & Rescheduling
One (1) complimentary reschedule is allowed if requested at least 10 days before the event.
Rescheduling with less than 10 days’ notice, or requesting additional changes, requires a new deposit to hold the new date.
If you cancel before the final balance due date, the deposit is forfeited, but no additional payment is required.
If you cancel after the final balance is paid or within 10 days of the event, the full amount is non-refundable because the date has been reserved exclusively for your group and other bookings were excluded for you.
Partial Credit Option: At our discretion, we may offer up to 50% credit toward a future booking if the cancellation is due to genuine emergencies or if we can fill your spot with another group, but this is not guaranteed.
5. Adding Participants
Additional participants may be added after the final balance due date only if space, staffing, and materials permit.
Full payment for added participants is required at the time of the request.
No refunds will be given for cancellations of added participants since they are confirmed after the final headcount deadline.
6. Communication & Guidelines
All official communication about dates and payments will be handled by email to ensure clarity for both parties.
These guidelines allow us to offer flexibility while protecting the value of reserved dates and ensuring a smooth, positive experience for all participants.
Group & Private Instruction Program Policies
Behavior & Conduct
All participants are expected to behave respectfully toward instructors, other participants, and the property.
Disruptive, unsafe, or inappropriate behavior may result in removal from the program without refund.
Attendance & Punctuality
Groups must arrive on time. Late arrivals may shorten the program without refund.
Repeated late arrivals may impact future booking eligibility.
Communications & Point of Contact
Each group must designate one primary point of contact who is responsible for all communications and authorized decisions regarding the booking.
Only the primary point of contact may request changes to the reservation unless express written permission is provided by that contact to authorize another representative.
Chaperone Policy
Groups with minors must provide a pre-determined ratio of chaperones aged 21 or older to minors. This ratio will be determined by instructor and relayed to the group point of contact. Chaperones will remain on-site for the entire program unless otherwise stated in writing by Kolibri Education & Consulting, LLC.
We are not responsible for selecting, supervising, or managing chaperones; any risks arising from a chaperone’s conduct remain with the group and its point of contact.
Pick-Up Policy
For drop-off programs involving minors, designated adults must arrive promptly for pick-up at the scheduled time and location.
Late pick-ups may incur additional fees or restrictions on future bookings.
Attire & Preparation
Participants should wear weather-appropriate clothing and closed-toe shoes unless otherwise instructed.
All clothing should be Islamically appropriate and provide sufficient coverage. Hijab is a personal choice and is not required.
Any required materials or preparation details will be provided in advance; groups are responsible for ensuring participants arrive prepared.
Instructor Delays & Cancellations
If an instructor is delayed, additional time will be added if possible or a partial refund/rescheduling option will be offered at our discretion.
If Kolibri Education & Consulting, LLC must cancel due to instructor illness, weather, or other unforeseen circumstances, we will offer rescheduling or a full refund.
Food & Drink
Food and beverages may be brought only if permitted in advance.
Groups must dispose of all trash and leave the space as it was found.
WE ARE A NUT-FREE PROGRAM. All food brought to any of our classes, events, workshops, activities, must adhere to this policy.
Hands much be adequately clean of nut products before participating in any class, event, workshop, etc and handling any shared items.
Child Safety Policy
For safety reasons, siblings under the age of five (5) may not attend sessions. This ensures a safe and focused environment for everyone.
Waiver & Photo Release.
A hard-copy, signed waiver and photo release is required annually for participation and is posted for your review. Upon confirmation of enrollment, please review it ahead of time and submit a signed, hard copy of it prior to the start of your booking. Only the parents or legal guardians of minor participants may sign their waiver. No individual may sign on behalf of any group and only individual waivers will be accepted.