Booking Procedures

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Booking instructions

When a request for a program has been placed with our staff, an information package will be sent to you. The package will include an overview of HeLa Ventures philosophy, programs and facilities, a sample itinerary and a brief resume of our lead staff's qualifications. Additional information regarding safety policies may be supplied upon request.

Once we have received a booking from you, we will follow up with a confirmation package including a summary of your program plan, logistical details, equipment list(s), assumption of risk and medical forms. We will also include a deposit requisition that we request you complete and return to us by the due date indicated. Unless otherwise specified, the deposit required is 25% of total invoiced amount. We request a confirmation of numbers two (2) weeks in advance of your program. Your invoice will be prepared based on that confirmed number and sent to you. We request 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 within 30 days of your program dates. Should your numbers change following your confirmation, please see the cancellation section below for details.

Reservation policy

• For all bookings, a 25% deposit/participant 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 (i.e. illness or family emergency).
• 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.

Cancellation policy -- weather-related

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 Venture will retain the amount of the deposit.
• Cancellations by HeLa Ventures due to inclement weather: All course/program fees will be refunded in full or a transfer/credit will be offered.

Cancellation by HeLa Ventures

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

Cancellation by the participant/school

• 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 $50.00).
• 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. An attempt will be made to provide an alternative program at a different date.
• 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.

Payment Options

Payment may be made by cheque, cash or money order and made payable to HeLa Ventures Ltd. Should you wish to pay by direct deposit, please advise in advance. If you require that the invoice be sent directly to a main office, please provide us with the correct address and contact information.

Payment for rental equipment (wetsuits, bikes) may be made by cash, added to your invoice or invoiced separately. Please provide your lead guide with instructions for rental equipment payment upon your arrival.

Payment is required upon arrival, or within 30 days of your program dates. Overdue accounts will be subject to a 2%/month interest charge.

For further information on payment policies and options, please contact us.

Equipment List

Please see our Documents page for a downloadable equipment list. Some programs may require additional equipment or supplies; please check with coordinators.