Birthday Party & Private Event Policy
We want your birthday celebration or private event to be fun, memorable, and as stress-free as possible! Please review our booking, payment, cancellation, and weather policies before reserving your party or event.
1. Booking & Deposit
A $150 nonrefundable deposit is required to reserve your date. Your date is not confirmed until the deposit has been received.
The deposit will be applied toward the total cost of your party/event. By submitting your deposit, you acknowledge that you have reviewed and agreed to our birthday party & private event policies.
2. Final Payment & Guest Count
The remaining balance and final guest count are due 5 days before your party.
We plan staffing and materials based on your confirmed guest count, so please make sure your RSVP list is finalized by the deadline.
Additional guests may be accommodated after the deadline, subject to availability. Payment for additional guests must be received in advance.
3. Customer Cancellations
We understand that plans can change! If you need to cancel your party, please notify us as soon as possible.
The $150 booking deposit is generally nonrefundable. However, for cancellations made sufficiently far in advance, Wild Roots Explorers may offer a credit toward future classes at our discretion. Any credit offered, including its amount and expiration date, will be confirmed at the time of cancellation.
Payments made beyond the deposit will be reviewed according to the timing and circumstances of the cancellation and any applicable legal requirements.
4. Individual Guest Cancellations
We understand that little ones sometimes get sick or are unable to attend. However, we are unable to offer refunds for individual guests who cancel or do not attend, including last-minute cancellations due to illness.
Once final payment has been made, payments for individual guest spots are nonrefundable, subject to any applicable legal requirements.
5. Rescheduling
If you are unable to host the party as planned, please contact us as soon as possible.
We allow one reschedule if requested at least 14 days before the original party date, subject to availability. Your $150 deposit will transfer to the new date.
Requests to reschedule fewer than 14 days before the party may result in forfeiture of the original deposit. A new deposit will be required to reserve another date. Exceptions may be considered for illness or other unforeseen circumstances at Wild Roots Explorers’ discretion.
Weather-related rescheduling under our Weather Policy will not result in forfeiture of your deposit.
We will do our best to accommodate one rescheduled date, subject to availability on our calendar at the time of the request. We cannot guarantee that the original date, time, or instructor will be available.
Rescheduled parties will retain the original party details and pricing unless otherwise agreed upon. A new date is not confirmed until it has been agreed upon by both parties.
6. Weather Policy
At Wild Roots Explorers, we believe outdoor fun can happen in all kinds of weather! We generally host birthday parties in the rain and provide one tent that can be used to cover the food area and provide shelter. Families are welcome to bring additional tents, tables, chairs, and other items to make their setup more comfortable.
We also understand that not every family wants to celebrate outdoors in heavy rain. Here’s how we handle weather-related changes.
Light Rain
Parties will proceed as scheduled in light rain. Our standard tent will be available for the food area and gathering space. Families may bring additional shelter and seating as needed.
Pouring Rain or Persistent Heavy Rain
If pouring rain or persistent heavy rain is forecast, we will contact you approximately 48 hours before your party to discuss your options.
You may choose to proceed as planned or request to reschedule to the next available open date, weekday or weekend, subject to calendar availability.
Families may also arrange a weekday rain date in advance, subject to availability.
Thunderstorms, Lightning & Dangerous Weather
Safety comes first. If thunderstorms, lightning, high winds, or other dangerous weather conditions are forecast or occur, Wild Roots Explorers may postpone or reschedule the party for safety reasons.
We will communicate with you as soon as reasonably possible and work with you to arrange an alternative date. If we must cancel for safety reasons and cannot arrange a suitable alternative, we will discuss an appropriate refund.
Weather forecasts can change, so final decisions may need to be made closer to the event if conditions become unsafe.
7. Our Commitment
We want every Wild Roots birthday party and pricate event to be a wonderful experience for your family and guests. These policies help us plan staffing, prepare materials, and continue providing the hands-on outdoor experiences our community loves.
Thank you for choosing Wild Roots Explorers to celebrate your little one!
By submitting a booking deposit, you acknowledge that you have reviewed and agreed to these policies.
Get In Touch
Have other questions or want more info? Reach out anytime.
Contact Us
Address
North Shore
1 Kingsley Ave
Staten Island, NY 10314
South Shore
Mount Loretto
6581 Hylan Blvd
Staten Island, NY 10309
(at the back of the campus)