DEEP ROOTS WIDE WINGS
Terms & Conditions
By enrolling your child in a Deep Roots Wide Wings programme, event, or activity, you acknowledge that you have read, understood, and agree to the following Terms & Conditions.
1. About Deep Roots Wide Wings
Deep Roots Wide Wings provides nature-based learning experiences for children aged 4–12 years through term programmes, holiday programmes, birthday parties, and special events.
Our philosophy is grounded in the belief that children learn best through play, exploration, connection, challenge, and meaningful experiences in nature. Our programmes are child-led, relationship-based, and designed to foster confidence, resilience, creativity, wellbeing, and a sense of belonging.
2. Enrolment
Parents and caregivers are responsible for providing accurate and up-to-date enrolment information, including:
- Contact details
- Emergency contacts
- Medical information
- Allergies
- Behavioural considerations
- Support needs
- Medication requirements
Deep Roots Wide Wings reserves the right to decline or cancel enrolment where we believe we are unable to safely meet a child's needs within our staffing ratios, environment, or programme structure.
3. Inclusion
We welcome children from a wide range of backgrounds, abilities, interests, and learning styles.
We endeavour to make reasonable accommodations wherever possible and encourage open communication between families and staff. While we strive to be inclusive, participation is dependent on our ability to safely support each child while maintaining the wellbeing of all participants and staff.
4. Fees & Payment
Programme fees must be paid by the due date stated on your invoice or booking confirmation.
Bookings may be cancelled if payment has not been received or suitable payment arrangements have not been made.
Any discounts offered are subject to the conditions outlined at the time of booking and cannot be applied retrospectively.
5. Late Collection Fees
Deep Roots Wide Wings programmes finish at the advertised collection time.
Late collections impact staff, programme operations, and site access arrangements. The following fees apply:
- 10–30 minutes late: $40 fee
- More than 30 minutes late: $60 per additional 30-minute period (or part thereof)
Parents and caregivers should notify staff as soon as possible if they anticipate being delayed.
Repeated late collections may result in a review of ongoing enrolment.
6. Cancellations & Refunds
Parent Cancellations
- More than 24 hours' notice: No cancellation fee applies.
- Less than 24 hours' notice: Fees are non-refundable unless exceptional circumstances apply and are approved at the discretion of Deep Roots Wide Wings.
Deep Roots Wide Wings Cancellations
Deep Roots Wide Wings reserves the right to cancel or modify programmes due to severe weather, safety concerns, staff illness, insufficient enrolments, emergencies, or circumstances beyond our control.
Where appropriate, a credit, transfer, make-up session, or refund may be offered.
7. Health & Medical Information
Parents and caregivers must disclose all relevant medical information, allergies, medications, behavioural considerations, diagnoses, support needs, or any other information that may affect their child's participation.
Medication required during programme hours must be supplied in original packaging and clearly labelled with administration instructions.
In the event of illness, injury, accident, or emergency, Deep Roots Wide Wings staff may administer appropriate first aid and seek emergency medical assistance if required.
Any costs associated with emergency medical treatment remain the responsibility of the parent or caregiver.
8. Illness & Exclusion
To help protect the health and wellbeing of all children, families, and staff, children must not attend if they are unwell or have a contagious illness.
Children should remain at home if they have:
- Vomiting or diarrhoea
- A fever
- An infectious or contagious illness
- Symptoms that prevent them from comfortably participating in programme activities
Children who have experienced vomiting or diarrhoea must remain away from the programme for a minimum of 24 hours after their last symptom.
If a child becomes unwell during the programme, parents or caregivers may be contacted and required to arrange prompt collection.
Programme fees remain payable for absences due to illness.
9. Outdoor Learning & Risk
Deep Roots Wide Wings embraces age-appropriate challenge and managed risk-taking as an important part of child development.
Activities may include, but are not limited to:
- Bush exploration
- Tree climbing
- Creek play
- Fire circles and campfire cooking
- Carpentry and tool use
- Loose parts play
- Hut building
- Nature crafts
- Bush walks and outdoor adventures
Families acknowledge that participation in outdoor programmes carries an inherent level of risk that cannot be completely eliminated.
Reasonable steps are taken to identify, assess, and manage risks in accordance with our health and safety procedures.
10. Supervision & Behaviour
Children are expected to treat others, equipment, animals, and the environment with respect.
Where a child's behaviour presents an ongoing safety risk to themselves, other participants, volunteers, or staff, Deep Roots Wide Wings reserves the right to suspend or terminate participation.
Parents or caregivers may be required to collect their child if behaviour compromises the safety or wellbeing of the group.
11. Weather & Indoor Spaces
Deep Roots Wide Wings operates in most weather conditions and children should arrive appropriately dressed for outdoor participation.
During holiday programmes, we have access to an indoor classroom space that may be utilised during extreme weather, emergencies, or when deemed appropriate by staff.
As outdoor learning is central to our philosophy, access to indoor spaces is at the discretion of Deep Roots Wide Wings staff and is not intended as a regular part of the programme.
Programmes may still be cancelled where weather conditions or other circumstances create an unacceptable safety risk.
12. Clothing & Equipment
Children must bring:
- Packed lunch and snacks
- Full water bottle
- Warm layers
- Waterproof clothing
- Appropriate footwear
- Change of clothes
- Any required medication
Children may be required to wear a Deep Roots Wide Wings high-visibility vest or suitable high-visibility clothing during some activities.
Parents and caregivers are responsible for ensuring children arrive adequately prepared for the weather conditions.
13. Photography, Video & Media
Photographs and videos may be taken during programmes for documentation, communication with families, promotional purposes, website content, and social media.
Deep Roots Wide Wings makes every effort to protect children's privacy. Publicly shared images will generally avoid clearly identifiable facial photographs unless specific permission has been granted.
Children will not be identified by full name in public posts.
Parents and caregivers are responsible for notifying Deep Roots Wide Wings of any photography restrictions or preferences during enrolment.
14. Private Online Communities
Families may be invited to join private Facebook groups, WhatsApp groups, or other communication platforms used by Deep Roots Wide Wings.
These groups are intended for currently enrolled families and are designed to share programme updates, information, and photographs with our immediate community.
Photos, videos, or information shared within private groups should not be copied, distributed, or shared publicly without permission from the families involved.
15. Personal Property
Deep Roots Wide Wings accepts no responsibility for loss, theft, or damage to personal belongings brought to programmes.
16. Emergencies
In the event of an emergency, Deep Roots Wide Wings staff will act in the best interests of participants and follow emergency procedures.
Parents and emergency contacts will be notified as soon as reasonably practicable.
17. Programme Changes
Deep Roots Wide Wings reserves the right to alter programme content, activities, staffing, schedules, locations, or operational procedures where necessary.
18. Amendments
Deep Roots Wide Wings reserves the right to update these Terms & Conditions at any time. The most current version will be available through our website or booking platform.
19. Acceptance
By completing an enrolment or booking, parents and caregivers acknowledge that they have read, understood, and agree to these Terms & Conditions.
