A credit card deposit is required to confirm any group booking and secure your space on our calendar. This deposit will be applied to your final invoice.
Programs are only considered confirmed once we have received both: Written acceptance of these policies by email and the required deposit.
A minimum of three (3) business days’ notice is required to confirm your final number of participants.
Your final invoice will be based on this confirmed number.
If final numbers are not provided by this deadline, the group will be charged for at least the estimated number provided at the time of booking.
We cannot guarantee that increases to group size can be accommodated after booking, as this depends on kayak availability and guide-to-participant ratios.
2. Payment Terms
Full payment of the final invoice is due three (3) business days before the activity, once final numbers are confirmed.
One payment must be made for the entire group.
If multiple activities are booked, full payment is due three (3) business days before the final activity date.
If special payment arrangements have been approved in advance, payment must be received within 30 days of the program date. If payment is not received within this period, the full cost of the program will be charged to the credit card on file.
If no special payment arrangements have been made and payment has not been received by the end of the program, the full cost will be charged to the credit card on file.
3. Participation & Safety Requirements
All participants must be present for the safety and boat talk. This briefing takes approximately 10–15 minutes and is included in your program time.
All participants must complete and submit the required Waivers and/or Informed Consent Forms prior to the start of the program.
Any participant under the age of 19 must have an Informed Consent Form signed by a parent or legal guardian. Participants under 19 without a signed form will not be permitted to participate in on-water activities.
For double kayak programs, all teachers, chaperones, and group leaders are required to paddle in double kayaks unless the total number of participants is odd, in which case one adult will paddle a single kayak.
To maintain safety standards and instructor-to-participant ratios, only registered, paying participants may be on the water during group activities. Observers or photographers (even using their own equipment) must also be registered participants.
Deep Cove Kayak is not responsible for any personal belongings left at or near the Deep Cove Kayak Centre before, during, or after the program.
4. Changes, Rescheduling & Group Size Adjustments
A minimum of seven (7) days’ notice is required to reschedule a program.
Any group size reduction of more than 25% of the original confirmed headcount will be subject to a $10 per participant adjustment fee.
Programs operate rain or shine.
5. Cancellations & No-Shows
Cancellations made 14 days or more prior to the program date will receive a full refund of their deposit.
Cancellations made within 14 days of the program date will forfeit the deposit. If no deposit was taken, a cancellation fee of $50 per grouping of up to 8 participants will apply.
Cancellations or no-shows within three (3) business days of the program are subject to full payment of the program cost.
All cancellations must be made by email, phone, or in person directly with the Group & Private Bookings Coordinator.
Deep Cove Kayak reserves the right to cancel any program at any time due to safety, weather, staffing, or operational considerations.
