During Brainiacs Adventures programs, we may occasionally capture photos or videos of participants to showcase the fun, learning, and creativity in our sessions. These materials are used strictly for Brainiacs Adventures marketing purposes, including on our website, social media, or printed materials. We will never share or sell any photos or videos to third parties, and all content will remain under our ownership and control. If you do not consent to your child being photographed, please let us know before the first session of their activity.

If your child is no longer able to attend an upcoming Brainiacs Adventures program, the below policy applies. Please note that all cancellations are subject to a $50 administration fee to cover processing and merchant costs.

​

Refunds for After-School programs:

• Cancellations made before the start of the program will receive a full refund minus the administration fee (Refund = amount paid - admin fee)

• Cancellations made after the start of the first class, but before the start of the second class, will receive a refund minus the fee for the first class minus the administration fee (Refund = amount paid - class fee - admin fee)​

• For cancellations made after the second class of a program, but before the start of the third class, will receive a refund minus the fee for the two classes minus the administration fee minus a late cancellation penalty of $50 (Refund = amount paid - two class fee - admin fee - cancellation penalty)

• For cancellations made after the third class, no refunds can be provided. However, Brainiacs Adventures may, at its discretion, offer a discount code or apply a portion of the fees as a credit toward a future registration.

​

Refunds for Camps:

• Cancellations made more than 1 month before start receive a full refund minus the administration fee

• Cancellations made more than 2 weeks before start receive a 50% refund minus the administration fee​

• For cancellations made after the first class of a program, no refunds can be provided. However, Brainiacs Adventures may, at its discretion, offer a discount code or apply a portion of the fees as a credit toward a future registration.

We understand that delays can happen, which is why we offer a 15-minute grace period after the scheduled program end time for child pick-up. However, any pick-up occurring beyond this grace period will incur a fee of $25 for every additional 15-minute interval. This helps us ensure our staff are fairly compensated for their time and that we can continue providing a safe and smooth experience for all.

The safety of our participants and staff is always our top priority. In the event of severe weather or other emergency situations, Brainiacs Adventures will follow the guidance and safety protocols set by the various school boards/districts.

If any school board/district announces school closures or advises that after-school programs should not run due to weather or emergency conditions—even if schools were open earlier in the day—Brainiacs programs will also be canceled for that day. We will notify families as early as possible via email and/or text.

All of the programs offered by Brainiacs Adventures are screen-free. We do not teach kids board games, chess, coding or other concepts on the screen. The usage of phones, tablets and laptops is not allowed during our sessions. 

​

In exceptional circumstances and/or emergency situations, students will be allowed to use their phone to call their parent or guardian. 

​

Educators are allowed to use a device briefly to mark attendance at the beginning of the session and in exceptional circumstances (example: looking up the exact rule of a board game in case of a tied score).

At Brainiacs Adventures, excursions and off-site activities are designed to enrich our screen-free, play-based learning by giving children real-world experiences outside the classroom. Safety is our top priority, and this policy outlines how we plan, supervise, and carry out all excursions.

​

For our STEM field-trip and excursion camps, details of the activities are mentioned on the camp description page (pre-registration) and a detailed email is sent to parents before the program starts with the following information: 

• Date, time, and destination.

• Mode(s) of transportation.

• Planned activities and supervision arrangements.

• Items to bring (e.g., lunch, water bottle, hat, sunscreen).

​

By registering for the STEM field-trip and excursion camps, parents are giving consent to Brainiacs Adventures for their child to participate in all activities. 

​

For trips requiring bus or chartered transport:

• Only licensed, insured providers will be used.

• All vehicles will meet provincial safety standards.

• Seatbelts will be mandatory when the vehicle is in motion.

• Brainiacs Adventures staff will accompany children during all travel.

​

Excursion Safety Protocols:

• Head counts are conducted before departure, during the excursion, and before returning.

• Children must stay with their group and check in with staff regularly.

• Safety rules (crossing streets, staying in designated areas) are explained at the start of every outing.

• First-aid kits are carried by staff at all times.

• At least one staff member on each excursion is certified in First Aid & CPR.

​General Safety Protocols:

• Please keep your child home if they are sick, feverish, or contagious.

• In case of illness during the day, we’ll contact you immediately for pickup.

• Brainiacs Adventures is a nut-free environment. Please pack lunches/snacks accordingly.

• All allergies must be listed on your child’s registration form.

​

In case of an emergency:

• Parents/guardians will be contacted immediately.

• Emergency services will be called if required.

• An incident report will be completed and shared with families.

Respect for Others

• Everyone has the right to feel safe, welcome, and included.

• Children are expected to:

  • Use kind and respectful words.

  • Keep hands, feet, and objects to themselves.

  • Listen when others are speaking.

  • Respect cultural, personal, and individual differences.

• Bullying, teasing, name-calling, or exclusion will not be tolerated.

​

Respect for program rules, property and environment

• Children must follow the instructions of Brainiacs Adventures staff at all times.

• Safety rules are explained at the beginning of each program, activity, and excursion.

• Arguing with staff, ignoring directions, or unsafe behavior may result in removal from activities.

• Children should treat all games, supplies, and materials with care.

• Board games and equipment should be returned neatly after use.

• Respect for program spaces, schools, parks, and excursion sites is expected.

• Vandalism, graffiti, or intentional damage may result in parents being held responsible for repair/replacement costs.

​

Parents/guardians agree to:

• Support Brainiacs Adventures staff in reinforcing these rules.

• Provide accurate medical, emergency, and contact information.

• Ensure children come with appropriate clothing, snacks, and water.

• Communicate openly with staff about any concerns or special needs.

​

Consequences of misconduct: 

To ensure fairness and safety, Brainiacs Adventures uses a progressive discipline approach:

1. Verbal Reminder – Staff explains which rule was broken and why it matters.

2. Second Reminder / Reflection – Child may be asked to step aside briefly to reflect on behavior.

3. Parent Communication – Families will be informed if behavior continues or is disruptive.

4. Dismissal from Program – In cases of repeated misconduct, unsafe actions, or bullying, a child may be removed from the program without refund.

Serious incidents (such as violence, threats, or endangering others) may result in immediate dismissal.