Applicability: These Terms and Conditions apply to all participants, parents, and legal guardians enrolled in any KOA
programme, activity, workshop, or event. Please read this document carefully before completing registration.
1. INTRODUCTION & PROGRAMME SCOPE
KOA provides nature-based, outdoor education and experiential programmes for tamariki (children). By enrolling a
participant in any KOA programme, parents, legal guardians, and participants agree to abide by these Terms and
Conditions.
2. ACKNOWLEDGEMENT OF RISK & SAFETY
Outdoor activities, nature play, bushcraft, and adventure recreation carry inherent risks that cannot be completely
eliminated without compromising the educational and developmental character of the experience.
Acknowlegement of Inherent Risk
By registering for KOA programmes, parents and guardians explicitly acknowledge and accept that outdoor
environments involve exposure to elements and natural hazards including, but not limited to: dynamic weather,
uneven terrain, water bodies, flora, insects, physical exertion, and the use of tools or outdoor equipment.
- Safety Prioritisation: KOA prioritises the physical and emotional safety and wellbeing of tamariki at all times.
Standard operating procedures, risk management plans, and qualified staff supervision are maintained across
all sessions.
- Participant Conduct: Tamariki are expected to follow safety instructions given by KOA staff. Persistent unsafe
behavior or failure to adhere to guidelines may result in a participant's removal from an activity or programme.
3. HEALTH, MEDICAL & SPECIAL NEEDS
Parents and guardians must disclose all relevant medical conditions, allergies, behavioral needs, physical
limitations, or medications required by tamariki during the registration process. This information is vital to ensure
appropriate care and safety planning.
- Emergency Medical Consent: In the event of an emergency, illness, or injury, KOA staff will attempt to contact
parents/guardians immediately. If contact cannot be established, parents/guardians authorize KOA staff to
consent to medical treatment or emergency transport as deemed necessary by qualified medical personnel.
4. REFUND POLICY
Standard Programme Delivery: No refunds will be issued if a programme is going ahead as planned.
This includes situations where specific activities have been modified, adapted, or relocated due to weather,
environmental factors, or safety considerations. KOA prioritises safety while delivering a rich, valuable outdoor
experience.
Absence and Personal Circumstances: No refunds will be provided for tamariki who miss scheduled
sessions due to personal illness, family commitments, holidays, or other personal circumstances. However,
individual exceptional circumstances may be considered at the sole discretion of the KOA Director, which may
result in a partial (up to 50%) refund or credit.
Cancellation by KOA: If KOA is required to cancel a programme or session (e.g., due to extreme severe
weather warnings, safety hazards, or unforeseen circumstances beyond reasonable control), you will be
credited 100% of your payment for that session to be put towards another day or future programme.
5. LATE COLLECTION POLICY
Tamariki must be collected promptly at the scheduled programme finish time to ensure operational continuity and
appropriate staff-to-child supervision ratios.
- Late Collection Fee: A late fee of $10.00 per 10 minutes will apply for any late collection. This fee is charged
per child and is calculated directly from the scheduled collection time.
- Payment of Fees: Late collection fees will be invoiced separately and must be paid prior to attending
subsequent sessions.
- Repeated Late Collections: Repeated late collections place undue burden on staff and operational scheduling,
and may result in a formal review of the family's continued participation in KOA programmes.
6. ATTENDANCE, GEAR & CLOTHING REQUIREMENTS
Parents/guardians are responsible for ensuring tamariki arrive adequately dressed and prepared for outdoor
conditions. This includes providing weather-appropriate clothing (sturdy footwear, rain jackets, thermal layers, sun
hats), a refillable water bottle, and sufficient food/snacks for the duration of the programme. Specific gear lists
provided prior to programme commencement must be adhered to.
7. PRIVACY & MEDIA CONSENT
KOA respects participant privacy. Personal information collected during registration is used solely for administration,
safety, and communication purposes. Photography or videography taken during programmes for marketing, social
media, or educational purposes will only occur with explicit prior consent obtained during enrollment.
8. LIMITATION OF LIABILITY
To the maximum extent permitted by applicable law, KOA, its directors, employees, contractors, and volunteers
shall not be held liable for personal injury, property loss, or damage arising from or related to participation in KOA
activities, except where directly caused by gross negligence or willful misconduct on the part of KOA.
