Registration Policy

We do our best to explain our policies below.

If you have any further questions, please contact our office team at info@pineproject.org or 416 792 2772.

Pre-Registration

To support long-term mentoring relationships, we offer pre-registration privileges to participants who were registered in the same season the year before. Registration instructions will be emailed to all those qualifying for pre-registration.

Pre-registering siblings: In an effort to support returning families and maintain family connections, we also welcome pre-registration for siblings interested in joining a program for the first time.

Open Registration

Following pre-registration, open registration is publicly available on a first-come, first-served basis. Dates for open registration are communicated on our website, newsletter, and social media (Facebook and Instagram).

Registration Deposits

Generally, a deposit of at least $100 is required for each program registration. Some courses do not have a deposit option and for some courses, a deposit greater than $100 is required. Deposit requirements for a specific course are indicated in the below season-specific cancellation policies and on the registration system.

Waitlists

If a program is full, we encourage you to register to the waitlist! When a program is full, a ‘waitlist available’ notice will appear next to the program’s name on our online registration system. Simply click on the program to expand, choose “Add to waitlist” and follow the prompts to proceed.

There is no fee associated with registering to a waitlist, nor any commitment involved; however, we ask that you only add yourself to the waitlist for programs that you are interested in and available to join. If a spot becomes available for your family, we’ll contact you via the primary email address provided with a specific deadline to accept or decline (typically 48 hours – 1 week depending on the program’s start date). If nothing is heard by the specified deadline, we’ll offer the spot to the next person.

Spots are generally offered in the order that waitlist registrations are received. (Occasionally, for quick turn-around times, we may offer the spot to several families on a first-come-first-serve basis. This will always be made clear in the email.) As gender and age balance is very important to support diversity and group dynamics within our programs, we may also prioritize waitlist registrations on this basis.

Special Needs

We do our very best to provide a positive environment for all our participants. If a participant requires special accommodations, please elaborate on these as much as possible in their application. Our team will be in touch to further discuss how we can best provide support. If participants with special needs require more support than we are able to provide and this information is not as part of the application process, participation in the program may not be possible. All communications and information about our organization can be provided in accessible formats or with communication supports upon request. Read our Accessible Customer Service Policy.

For more information on the steps the Pine Project is taking to prevent and remove barriers to accessibility, please read our Multi-year Accessibility Plan.

Summer Day Camp

Before/After Care and Late Fees

Any child who will be arriving to camp before 9:00am must be registered in Before Care. Similarly, any child who will remain with us past 3:30pm must be registered in After Care.

There are limited spaces available in Before and After Care.

  • Before and After Care will be available options at the time of when applying to register for camp. Following camp registration, please email the office at info@pineproject.org to register your child in Before or After Care.
  • A child must be registered in Before or After Care at least one week prior to the start of camp.
  • No refund is issued within 1 week of the start of camp.
  • After 5:30pm, a late fee of $1/minute is charged for any child who has not been picked up. Payment in cash should be given to the counsellor present upon pick-up.

Parents who have not registered their child in Before Care must drop-off at 9:00am. Similarly, parents who have not registered their child in After Care must pick-up by 3:30pm.

  • A late fee of $20 will be charged for any child who has not been picked up by 3:30pm.

Limit to camp weeks

To ensure access for as many children as possible, registration for Summer Day Camp is limited to a maximum of 2 weeks per camper.

Late Fee Policy

If a caregiver is aware that they will be late, we ask that they contact instructors at the field phone provided in their Welcome Email/Package. Due to the costs incurred when a caregiver is late and to respect the time of our instructors, a late fee will be charged for any child who has not been picked up by a program’s end time. Unless stated otherwise, a standard late fee of $1/participant/minute applies for all children’s programs. Payment in cash should be given to the instructor present upon pick-up.


Cancellation Policies

The Pine Project designs and implements programs based on enrolment. We invest in program planning, site licenses, equipment and other costs before the program begins. These expenses cannot be recovered in the event of a cancellation. When considering a cancellation, please be aware and respectful of our policies and commitment to facilitating quality programs.

Season-specific policies:

Outdoor School

Outdoor School includes weekly and monthly Children, Teen and Family programs running from October – June, including Oaks and Acorns, Coyote Pups, Fiery Foxes, Raccoons, Adventure Out, Run Wild After School, Weekend Wanderers, Teen Apprenticeship Program, Teen Wilderness Adventure and Wilderkids.

A deposit of at least $200 is required for each program registration (for some programs, a greater deposit may be required). Of this, $50 is a non-refundable administrative fee.

A full refund, less the $50 administration fee/program session/person, will be issued to any cancellation made during the notice period of 28 calendar days or more prior to the start date of the program.

We offer a two week trial period for all Outdoor School programs except Weekend Wanderers* and Teen Wilderness Adventure Programs**. If the Pine Project is notified of a cancellation before the third week of the program, the cancellation fee will reflect a pro-rated price in addition to the $50 administrative fee.

  •   *The trial period for Weekend Wanderers is one program day. If a cancellation is made within 7 calendar days after the first program day, the cancellation fee will reflect a pro-rated price for 1 program day.
  •   **Due to the nature of this program, there is no trial period for our Teen Wilderness Adventure Program.

Cancellations after the two week trial period and before December 15th will result in a 50% reimbursement of the program tuition.

No refunds will be issued after December 15th. 

COVID-19: If we are required to cancel program for any period of time due to government mandate, public health recommendations or other COVID-19 related circumstances:

  •   Families will receive a full pro-refund per cancelled session. 
  •   We are not able to guarantee a notice period. However, we will do our very best to advise families as soon as possible. 

Behaviour: Participants are expected to honour the Pine Project’s Code of Conduct. We reserve the right to dismiss a participant whose behaviour is out of line with this Code of Conduct in a way that puts themselves or others at risk. No refund will be issued for dismissals. 

Weather: Programs run rain or shine. We don’t provide refunds or credits for days missed due to weather. All participants should come to programs with weather-appropriate clothing and related gear. In the event that extreme weather jeopardizes the health and safety of participants and staff, the Pine Project may choose to cancel the session. No refunds will be issued. 

Park access: The Pine Project operates in public parks. In very rare circumstances where access to the park has been restricted without notice, programs may be cancelled if an alternative location cannot be secured. No refunds will be issued. 

Low enrolment: The Pine Project reserves the right to cancel a program due to low enrolment.  A full refund will be issued.

We reserve the right to cancel a program or change a program’s duration, price or location.

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

All cancellations must be requested in writing by emailing info@pineproject.org.

We recognize that extenuating circumstances exist. For cancellations due to medical illnesses, or for any other compassionate reason, please apply in writing to info@pineproject.org. If the reason is medical- or illness-related please include official documentation.

Camps: Summer Day Camp and March Break Day Camp

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.

Behaviour: Campers are expected to honour the Pine Project’s Code of Conduct. We reserve the right to dismiss a camper whose behaviour is out of line with this Code of Conduct in a way that puts themself or others at risk. No refund will be issued for dismissals. 

Weather: All outdoor camps run rain or shine; therefore, we don’t provide refunds or credits for days missed due to weather. All children should come to camp with weather-appropriate clothing and related gear. In the event that extreme weather jeopardizes the health and safety of participants and staff, the Pine Project may choose to cancel camp. No refunds will be issued. 

Park access: The Pine Project operates in public parks. In very rare circumstances where access to the park has been restricted without notice, camp may be cancelled if an alternative location can not be secured. No refunds will be issued. 

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

Covid-19: 

  • The Pine Project reserves the right to make changes to our policies and/or camps to meet provincial and municipal Covid-19 guidance and regulations. Any cancellation requests in response to changes will be subject to fees as per our cancellation policy.
  • If we are required to cancel camp, certain camp weeks and/or individual camp groups due to government mandate, public health recommendations or other Covid-related circumstances prior to the start of the camp session:
    • We are not able to guarantee a notice period. However, we will do our very best to advise families as soon as possible. 
    • Families will receive a full refund, less a $50 administration fee/session/person.  
  • If we are required to cancel camp and/or individual camp groups due to government mandate, public health recommendations or other Covid-related circumstances (e.g. positive Covid case within the camp group) after the start of the camp session:
    • We are not able to guarantee a notice period. However, we will do our very best to advise families as soon as possible. 
    • Virtual programming will be provided in lieu of in-person programming for the duration of the camp session. No refunds will be issued. 
  • If a camper is unable to attend camp because they do not meet our screening requirements, no refund will be issued.

The Pine Project reserves the right to cancel or change a camp session due to low enrolment.  A full refund will be issued.

All cancellations must be requested in writing by emailing info@pineproject.org.

We recognize that extenuating circumstances exist. For cancellations due to medical illnesses, or for any other compassionate reason, please apply in writing to info@pineproject.org. If the reason is medical- or illness-related please include official documentation.

Camps: Red Wolf Overnight Camp & Voyageurs

A deposit of at least $300 is required for each session registration. Of this, $100 is non-refundable administration fee.

A full refund, less a $100 non-refundable administration fee/week/person, will be issued to any cancellation made prior to April 15th , 2022.

No refunds will be issued for cancellations made after April 15th, 2022

Behaviour: Campers are expected to honour the Pine Project’s Code of Conduct. We reserve the right to dismiss a camper whose behaviour is out of line with this Code of Conduct in a way that puts themselves or others at risk. The camper will need to pick picked up and no refund will be issued for dismissals.

Weather: Red Wolf and Voyageurs camps runs fully outside in rain or shine; therefore, we don’t provide refunds or credits due to weather. All children should come to camp with weather-appropriate clothing and related gear. In the event that extreme weather jeopardizes the health and safety of participants and staff, the Pine Project may choose to cancel camp or move participants to an emergency indoor location. No refunds will be issued.

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

Covid-19: 

  • The Pine Project reserves the right to make changes to our policies and/or camps to meet provincial and municipal COVID-19 guidance and regulations. Any cancellation requests in response to changes will be subject to fees as per our cancellation policy.
  • If we are required to cancel camp, certain camp weeks and/or individual camp groups due to government mandate, public health recommendations or other COVID-related circumstances prior to the start of the camp session:
    • We are not able to guarantee a notice period. However, we will do our very best to advise families as soon as possible.
    • Families will receive a full refund, less a $100 administration fee/session/person.
  • If we are required to cancel camp and/or individual camp groups due to government mandate, public health recommendations or other COVID-related circumstances (e.g. positive COVID case within the camp group) after the start of the camp session:
    • We are not able to guarantee a notice period. However, we will do our very best to advise families as soon as possible.
    • Families will receive a refund for services not provided
    • If a camper is unable to attend camp because they do not meet our screening requirements, no refund will be issued.

The Pine Project reserves the right to cancel or change a camp session due to low enrolment.  A full refund will be issued.

All cancellations must be requested in writing by emailing info@pineproject.org.

We recognize that extenuating circumstances exist. For cancellations due to medical illnesses, or for any other compassionate reason, please apply in writing to info@pineproject.org. If the reason is medical- or illness-related please include official documentation.

Adult Programs and Courses

Soaring Hawks

A non-refundable deposit of $50 is required for each program registration. 

A full refund (less $50 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.

Weather: Programs run rain or shine. We don’t provide refunds or credits for days missed due to weather. All participants should come to programs with weather-appropriate clothing and related gear. In the event that extreme weather jeopardizes the health and safety of participants and staff, the Pine Project may choose to cancel the session. No refunds will be issued. 

Covid-19: 

  • The Pine Project reserves the right to make changes to our policies and/or programs to meet provincial and municipal Covid-19 guidance and regulations. Any cancellation requests in response to changes will be subject to fees as per our cancellation policy.
  • If we are required to a cancel a session or the entirety of the program due to government mandate, public health recommendations or other Covid-related circumstances prior to the start of the program:
    • We are not able to guarantee a notice period. However, we will do our very best to advise participants as soon as possible.
    • A full refund, less a $50 administration fee.
  • If we are required to cancel a session or the entirety of the program due to government mandate, public health recommendations after the start of the program:
    • We are not able to guarantee a notice period. However, we will do our very best to advise participants as soon as possible.
    • Virtual programming will be provided in lieu of in-person programming. No refunds will be issued.
    • If a participant is unable to attend program because they do not meet our screening requirements, no refund will be issued.

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

The Pine Project reserves the right to cancel or change a program due to low enrolment.  A full refund will be issued.

All cancellations must be requested in writing by emailing info@pineproject.org.

We recognize that extenuating circumstances exist. For cancellations due to medical illnesses, or for any other compassionate reason, please apply in writing to info@pineproject.org. If the reason is medical- or illness-related please include official documentation.