Program Policies

Discoveries in the Desert LLC
Program Policies & Registration Terms

Our programs are designed to provide meaningful, organized, and engaging educational experiences for families. The following policies help ensure clear expectations and a smooth experience for all participants.

Required Waivers

A completed online liability waiver is required for each participant. After purchasing tickets, families will be redirected to the waiver form. Registration is not considered complete until a signed waiver has been submitted for every attendee. Participants without a completed waiver on file will not be permitted to attend. Accurate emergency contact information must be provided when completing your participant waiver(s). This information is required for participation and will be used only in the event of an emergency.

Supervision & Conduct

Families are responsible for supervising their student(s) at all times unless enrolled in an approved drop-off program. All participants and attending family members are expected to conduct themselves in a respectful, courteous, and safe manner. Failure to supervise student(s), follow staff or venue instructions, or maintain appropriate behavior may result in dismissal from the program without refund.

Venue Policies

All participants must adhere to the rules, policies, and safety guidelines of each venue visited. Any additional requirements communicated prior to the program (including attire, arrival procedures, or safety expectations) must be followed.

Minimum Age Requirement

All students must meet the minimum age requirement specified for each individual program in order to participate. Age requirements vary based on the educational activities and venue guidelines. Please review the program details carefully prior to registering, as students who do not meet the stated minimum age will not be permitted to participate.

Minimum Enrollment

Many venues require a minimum number of students to qualify for educational group pricing.

Discoveries in the Desert requires a minimum of 25 registered students for a program to run. This minimum allows us to provide:

Standards-aligned curriculum and learning materials
Professional group coordination and communication
On-site facilitation and guided social-learning opportunities
A high-quality educational experience for all participants

If minimum enrollment is not met by the registration deadline, Discoveries in the Desert reserves the right to cancel or reschedule the program.

Registration Deadlines

Each program has a clearly stated registration deadline. Deadlines are typically 14–30 days prior to the program date but may vary depending on venue requirements.

Enrollment numbers are reviewed at the registration deadline to determine whether minimum participation has been met and to finalize group arrangements with the venue.

Student-to-Adult Ticket Policy

For all programs, the purchase of at least one (1) student ticket is required for every one (1) adult ticket purchased. Adult tickets may only be purchased in conjunction with a registered student participant.

This policy ensures our programs remain student-focused and allows us to meet venue requirements and group minimums. Thank you for your understanding and cooperation!

Media Release

Photography and/or video may be taken during our programs for promotional and marketing purposes. A media release acknowledgment is included within the required waiver form. By completing the waiver, families acknowledge and agree to the media policy outlined therein. *Please contact us directly at info@discoveriesaz.com to provide written notice if you do not consent to the use of your or your student’s image in photography or video for promotional purposes. A waiver will still be required for participation but your media preference will be honored.

Refund Policy

General Program Fee

The Discoveries in the Desert program fee ($25 per student) is non-refundable after the registration deadline.

This fee supports:

curriculum development
program planning
group coordination
educational preparation completed prior to the program

Venue Admission Fees

Venue admission fees are subject to each venue’s individual cancellation and refund policies. When possible, Discoveries in the Desert will request refunds or credits from the venue on behalf of families, but refunds are not guaranteed once payments have been submitted.

*Please note: Discovery Week programs are considered special programs. Due to advanced ticket purchases, venue reservations, and program preparation, all special program registrations are final and non-refundable.

Late Arrival Policy

Discovery Week programs operate under strict vendor group policies. Late arrivals may not be admitted unless the venue grants special permission. This policy is set by our venue partners and must be followed in order to maintain educational group rates. Please plan accordingly and arrive on time.

No-Show Policy

No refunds are issued for participants who do not attend on the day of the program.

Cancellation by Discoveries in the Desert

If a program is cancelled due to low enrollment or unforeseen circumstances, families may choose one of the following options:

Transfer registration to a future program
Receive a full refund of all fees paid

Discoveries in the Desert is not responsible for incidental costs incurred by families, including travel, meals, or personal expenses.

Weather & Venue Closures

Outdoor programs may proceed in light or typical weather conditions.

In the event of severe weather, venue closure, or safety concerns:

families will be notified promptly
next steps will be communicated clearly
refunds or transfers will be handled on a case-by-case basis depending on venue policies and available options

Questions

If you have questions about any program policies, please reach out prior to registering. We are happy to help families understand expectations and choose programs that are a good fit.

*Policies are subject to updates as programs and venue partnerships evolve. The most current version will always be available on this page.