Once a request for a program has been placed with our staff, a confirmation package will be sent to you. The package will include an overview of the program, an itinerary, and a deposit requisition. Additional information including safety policies may be supplied upon request.
We request that you complete the deposit requisition and return it to us by the due date indicated. Unless otherwise specified, the deposit required is 25% of total invoiced amount.
An invoice will follow 2 weeks in advance of your program. We request that you bring the invoice amount with you (balance remaining after the deposit) when you arrive for the program, or send the invoice amount via mail.
Should your numbers change from the time of booking until the time of the invoice, please call HeLa Ventures. Your invoice will be prepared based on the number that you have confirmed.
Upon confirmation of your booking you will receive a summary of your program plan, logistical details, equipment list(s), assumption of risk and medical forms. Information on safety policies and staff certifications will be sent to you upon request.

• For all bookings, a 25 deposit/participant (deposit is non-refundable within 30 days of the start of the program) is required to hold a spot in the course/program.
• Confirmation of numbers in a group is required 2 weeks in advance of the program.
• The invoice will be calculated on that confirmed number. Once the invoice is calculated, refunds will only be given with a valid written explanation for the cancellation.
• The invoice will be calculated based on the total number in the group minus the amount of the deposit for the number that attend the program. Deposits for numbers beyond those who attend will be retained by HeLa Ventures.

(School and Community Group Cancellations due to weather)

• Upon booking, all schools will be requested to provide their internal cancellation policies due to weather.
• Cancellations by schools due to weather will be treated as a program credit or transfer, and an attempt will be made to find another date for the program. In this case, the invoiced and/or received funds may be applied to another date/program. If no other date is possible, the following actions will be attempted:

Safety Issue: If the weather poses a safety issue (i.e. below -20C) a full refund for the deposit will be provided.
Inconvenience: Should the weather pose an inconvenience to the program planned, but another equally valuable and safe educational program may be substituted, and the school/group still chooses to cancel, HeLa Ventures will retain the amount of the deposit.
• In the case of cancellations by HeLa Ventures due to inclement weather, course/program fees will be refunded in full or a transfer/credit will be offered.

• HeLa Ventures reserves the right to cancel a course/program due to low enrolment, inclement weather, or environmental hazards.
• In such cases, course/program fees will be refunded in full or a transfer/credit will be offered.

• If participant/group cancels from a course/program more than 30 days prior to the commencement of the course/program, fees will be refunded (with the exception of an administration fee of $50).
• If the participant/group cancels less than 30 days prior to commencement of the course/program no refund or transfer will be guaranteed unless participant provides written explanation that involves poor health, injury and/or family emergency. Should a transfer not affect a program offering, an attempt to provide an alternative program will be made.
• If participant wishes to cancel from a program/course within 30 days of course commencement, or during program/course, because they are dissatisfied with the program they will need to provide a written request explaining the reasons for their dissatisfaction and their request will be taken into consideration by management.

New registration forms are coming!

Equipment List:

• A list of required equipment can be downloaded here (.pdf format). Some programs may require additional equipment or supplies; please check with coordinators.

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