Registration Policy

Registration

Open registration is publicly available on a first-come, first-served basis.  Dates are shared on our website, newsletter, and social media (Facebook and Instagram). Some programs may require an application as part of the registration process.

To support long-term mentoring relationships, participants from the previous season (and siblings new to the program) are invited to pre-register. Eligible participants will receive registration instructions by email.

A minimum $100 deposit is typically required per registration. Some courses require a higher deposit or full payment upfront. Specific deposit details are outlined in the season’s cancellation policies and in the registration system.

Waitlists

If a program is full, you can join the waitlist by selecting the program in our registration system and clicking “Add to waitlist.” There is no fee or obligation, but please only join waitlists for programs you’re interested in and able to attend.

If a spot becomes available, we’ll contact you by email with a deadline to respond (typically 48 hours to one week). If we don’t hear back, the spot will be offered to the next family.

Waitlist spots are usually offered in order of registration, though in some cases (e.g., short timelines) they may be offered to multiple families on a first-come basis. We may also prioritize based on age to support group dynamics.

Additional Support

We strive to create a positive, inclusive environment for all participants. If accommodations are needed, please provide detailed information in the application so our team can follow up and plan appropriate support. If required supports exceed what we can provide or are not shared in advance, participation may not be possible.

Information and communications are available in accessible formats upon request. For more details, please see our Accessible Customer Service Policy and Multi-year Accessibility Plan.

Cancellation Policy

The Pine Project plans and delivers programs based on enrolment, investing in staffing, site permits, equipment, and other costs in advance. These expenses cannot be recovered in the event of a cancellation. We ask that you review and respect our cancellation policies as part of our shared commitment to delivering high-quality programs.

Behaviour: Participants must follow the Pine Project’s Code of Conduct. We reserve the right to dismiss anyone whose behaviour puts themselves or others at risk; no refunds will be issued.

Weather: Programs run rain or shine. Refunds or credits are not provided for weather-related absences. In cases of extreme weather that pose safety risks, sessions may be cancelled without refund.

Park Access: Many programs take place in public parks. In rare cases where access is unexpectedly restricted and no alternative site is available, sessions may be cancelled without refund.

Low Enrolment: Programs may be cancelled due to low enrolment; a full refund will be issued.

Circumstances beyond our control/force majeure: The Pine Project will determine whether a refund is warranted. 

All cancellations must be requested by email to info@pineproject.org. Refunds will follow the program-specific policies listed below.

School Year Refund Policies

Outdoor School Weekly Programs

Our goal is to support families in finding the right fit while also planning responsibly for our programs. The following policy helps us balance both.

This policy applies to Coyote Pups, Fiery Foxes, Raccoons, Adventure Out, Run Wild After School, and Wilderkids.

• An administrative fee of 10% of the total cost of the program applies to all cancellations.
• Cancellations made 28 or more days before the program start date will receive a full refund, less the 10% administrative fee.
• We offer a two-week trial period, giving families the opportunity to try our program and ensure it is the right fit for their child. Cancellations requested within 14 days of the first program day will be charged a pro-rated fee for the two week trial period, plus the 10% administrative fee.
• Cancellations after the trial period and before December 15 will receive a 50% refund of program tuition (which includes the 10% administrative fee).
• No refunds will be issued after December 15th. 
• We understand that extenuating circumstances arise. For cancellations due to illness or other compassionate reasons, please email info@pineproject.org. Medical requests must include official documentation.

Oaks and Acorns

• • An administrative fee of 10% of the total cost of the program applies to all cancellations. 
  • Cancellations made 28 or more days before the program start date will receive a full refund, less the 10% administrative fee.
  • We offer a one-week trial period, giving families the opportunity to try our program and ensure it is the right fit for their child.  Cancellations requested within 7 days of the first program day will be charged a pro-rated fee for the one week trial period, plus the 10% administrative fee.
  • No refunds will be issued after the trial period has passed. 

• We understand that extenuating circumstances arise. For cancellations due to illness or other compassionate reasons, please email info@pineproject.org. Medical requests must include official documentation.

Weekend Programs

This policy applies to Weekend Wanderers and Outdoor School LITs

• An administrative fee of 10% of the total cost of the program applies to all cancellations.
• Cancellations made 28 or more days before the program start date will receive a full refund, less the 10% administrative fee.
• We offer a one-week trial period, giving families the opportunity to try our program and ensure it is the right fit for their child. Cancellations requested within 7 days of the first program day will be charged a pro-rated fee for the one week trial period, plus the 10% administrative fee.
• Cancellations after the trial period and before December 15 will receive a 50% refund of program tuition (which includes the 10% administrative fee).
• No refunds will be issued after December 15th. 
• We understand that extenuating circumstances arise. For cancellations due to illness or other compassionate reasons, please email info@pineproject.org. Medical requests must include official documentation.

Teen Wilderness Adventure

• An administrative fee of 10% of the total cost of the program applies to all cancellations. 
• Cancellations made 28 or more days before the program start date will receive a full refund, less the 10% administrative fee.
• Cancellations before December 15 will receive a 50% refund of program tuition (which includes the 10% administrative fee).
• No refunds will be issued after December 15th. We understand that extenuating circumstances arise. For cancellations due to illness or other compassionate reasons, please email info@pineproject.org. Medical requests must include official documentation.

Summer and March Break Day Camp Refund Policies

• A full refund, less a $50 non-refundable administration fee/week/person, will be issued to any cancellation made during the notice period of 28 calendar days or more prior to the camp’s start date.
• No refunds will be issued for cancellations made less than 28 days before the camp’s start date.
• We understand that extenuating circumstances arise. For cancellations due to illness or other compassionate reasons, please email info@pineproject.org. Medical requests must include official documentation.

Red Wolf Overnight Camp & Wayfinder Refund Policies

• A full refund, less a $300 non-refundable administration fee/session/person, will be issued to any cancellation made prior to April 15th.
• No refunds will be issued for cancellations made after April 15th.We understand that extenuating circumstances arise. For cancellations due to illness or other compassionate reasons, please email info@pineproject.org. Medical requests must include official documentation.

Adult Programs and Courses Refund Policies

One Day Programs

• All sales are final for one day programs. No refunds will be issued for cancellations.
• We understand that extenuating circumstances arise. For cancellations due to illness or other compassionate reasons, please email info@pineproject.org. Medical requests must include official documentation.

Soaring Hawks

• A full refund (less a $100 non-refundable deposit) will be issued to any cancellation made during the notice period of 28 calendar days or more prior to the start date of the course.
• No refunds will be issued for cancellations made 28 days or less prior to the course’s start date.
• We understand that extenuating circumstances arise. For cancellations due to illness or other compassionate reasons, please email info@pineproject.org. Medical requests must include official documentation.