Program Policies

Program policies are subject to change without notice.

Cancellation & Refund Policies

When a participant needs to cancel a registration:

• Audubon Discovery Camp/School’s Out! Day Camps: See the cancellation policy in the Camp Information Handbook. 
• All other programs: Participants will receive a refund valued at 75% of the program cost if cancellation requests are made by registrants more than one week (7 days) prior to the program start date. Cancellations made less than one week prior to a program start date are eligible for refunds up to 75% of the program cost in event of family emergency or illness.

Failure to inform us of a cancellation (aka a “no-show”) may impact your ability to register for future programs. We understand that last minute cancellations may happen, but please try to let us know as soon as possible, so that depending on the circumstance, we can open the spot to someone else. If PVAS cancels a program, you will receive a full refund.

When PVAS needs to cancel a program:

• Registrants will be notified by email of any cancellations by 5:00 p.m. the evening before the program, whenever possible. PVAS will cancel a program if:
  • WEATHER: In general, programs PVAS’s scheduled programs happen rain or shine! We believe that with the right clothing, we can enjoy nature in a variety of conditions. However, there are some circumstances in which a program may be canceled due to hazardous forecasted weather, such as when the forecasted weather…
    • Would create unsafe road conditions or unsafe conditions for being outside.
    • Would prevent the scheduled activities from occurring.
    • These may be evaluated on a case-by case basis depending on the hazard.
  • NOT ENOUGH PEOPLE: The session doesn’t meet PVAS’s minimum number of registered participants by 4 pm the day before the program.
  • ILLNESS OF PROGRAM HOST: A staff member or volunteer critical to conducting an event is ill or undergoing some other unexpected situation that prevents them from being able to attend.
• In the event that PVAS must shorten a multi-session program, you will receive a partial refund determined by PVAS staff.

Participation Policies

• Appropriate gear, clothing and footwear are very important for ensuring safety and comfort. Participants are expected to dress for the weather and to bring whatever else they need to be comfortable and safe.
• Alcohol is not allowed during programs unless otherwise approved by PVAS. Smoking and vaping are not permitted during programs.
• Program participants must abide by the safety instructions given either verbally or in writing by the Potomac Valley Audubon Society, its designated employee(s), or its designated volunteer program hosts. Violation of any of the following participation policies are grounds for dismissal.
• Unlawful conduct is prohibited. Participants must abide by the rules and regulations of the Potomac Valley Audubon Society as well as the rules/regulations of the agencies that manage the land where the program is taking place.
• Inappropriate conversation or personal conduct; bullying, assault or inappropriate physical conduct; offensive behavior or remarks toward other participants or Potomac Valley Audubon Society employees and/or volunteers, including use of racial, religious or sexual slurs and/or intimidation are strictly prohibited.
• Pets are prohibited on most programs. Service animals are permitted in designated areas and/or as otherwise permitted by controlling law. Please communicate with PVAS about your needs.
• Program participants are responsible for their own transportation to and from the program site.
• The Potomac Valley Audubon Society and its employees and volunteers are not responsible for the storage, care, custody, or control of equipment, materials or furnishings owned by participants.

There are additional policies for Audubon Discovery Camp and School’s OUt! Day Camps in the Camp Information Handbook.

Equity, Diversity, Inclusion and Belonging Policy

The Potomac Valley Audubon Society (PVAS) does not exclude, deny benefits to, or otherwise discriminate against any service recipient, applicant, program staff, or the public on the basis of race, color, religion, national or ethnic origin, disability, age, sex, gender identity and expression, sexual orientation, political affiliation, or veteran status.