Saplings Outdoor Program Policies 



At times there are reasons for withdrawal. Saplings will treat each such situation with care and consideration should it arise. For spring and summer camps, a full refund will be given for cancellations with at least two weeks notice.  At least one month’s notice is required for cancellations and withdrawals. Please note: Prices are subject to change without notice. Registration fees & deposits may be required for your program.

Reason services may be terminated:
• Non-compliance to policies or procedures
• Late or non-payment for service
• Failure to work with staff to meet the needs of one’s child
• Inappropriate placement of a child
• Parent request to withdraw child

We require written notice before the first of the month, one month prior to withdrawal from the program. Failure to give the appropriate amount of notice will result in being charged for an additional month. Should a medical situation arise that requires withdrawal, notice can be given less than one month if accompanied by a doctor’s note. These will be dealt with on a case-by-case basis.

Late Fees:

A late fee of $10.00 for every 15 min (or any portion thereof) per child will apply if a child remains in care after the end of session unless prior arrangements have been made. This late fee is due and payable upon pickup.

Covid 19 Policy


Our programs will maintain the smallest ratio possible in our outdoor environments to ensure safety of the children and educators.

Drop-off and pick-up

Drop-off and pick-up will be done outside at all locations and will be staggered. Parents are asked to wait 2 meters away from the other family or in their vehicle until the other family has left. You will verbally sign in your child and confirm that your child is in good health and symptom-free. Please account for lengthier drop-off times than typical due to these new procedures. Please make sure you have the educators phone number to call if you come earlier or later for drop off and pick up.

Parental Responsibilities

Parents are responsible for monitoring their child’s health, ensuring they do not attend the program if they have a cough, fever, or runny nose. There will be no exceptions to this health and safety policy. For camp programs, if children have any symptoms 24 hours prior to camp and are unable to attend for the week, you will be refunded or given a credit minus admin fees. If children become ill during the day, parents must be available to pick up their child as soon as possible.

Educator Responsibilities

Educators are not responsible for the screening of the children’s health as they are not healthcare professionals. However, at drop off parents will be asked to give the educator verbal conformation that their child is in good-health and symptom free.

Educators are responsible for monitoring their own health. If an educator is ill, they must stay home and consult with a healthcare professional before returning to work.

They will ensure children are frequently washing their hands and offer positive reminders to follow other personal hygiene practices like sneezing into their arm, avoiding touching their faces etc.

Educators will not be required to wear a mask at the program; this is a personal choice.


Children will use hand-sanitizer and we will provide a handwashing station. We ask that children bring a small thermos with warm water and we will provide soap for them to wash their hands before meals. We will bring extra water as well.


At Saplings, we believe less is more. Most of our programs do not use man-made materials. Children are encouraged to play with materials found in the natural landscape. However, if or when we explore materials such as clay, the children will wash their hands prior to using it and it will not be shared amongst peers. Any other materials introduced will be sanitized frequently.

Air Quality Policy

Saplings is committed to ensuring a safe environment for your children above all else. In the event of an air quality advisory, Saplings uses the Government of Canada’s Observed Air Quality Index and Air Quality Guidelines as its two primary resources for making informed decisions around any changes, rescheduling or reduction of its programs. As conditions change, the staff will always make decisions in the best interest of the children, parents, and staff, and whenever possible, commit to running the program as scheduled.

Air Quality Rating: 10+ (High)

  • Programs without access to an indoor space will be cancelled and rescheduled

Air Quality Rating: 7-10+ (High)

  • Sessions may be rescheduled to a future date, or when possible, moved indoors. Additional time may be added to any remaining days of the camp to make up any missed sessions.

  • If a program has already begun, we will continue as scheduled. Children will be given longer rest and water breaks throughout the day, and those with pre-existing health conditions (as indicated under the section “Comments/Medical concerns” on their registration form) will be monitored closely. If we find the air quality decreasing we will call home.

  • Children may choose not to participate in program or withdraw voluntarily.

Air Quality Rating: 4-6 (Moderate to Low)

  • Programs will run normally.

  • Children with pre-existing health conditions or those with health concerns will be given additional rest or water breaks as required.

  • Activities may be adjusted for younger children & those with pre-existing health conditions.

Notification Procedures

Before a program:

  • Check your email.  In the event of a change due to air quality, the email address on file will be emailed at least 1-hour prior to the start of a program with any changes.

  • If a session needs to be rescheduled, participants will be notified by email of the new date and/or time as soon as it has been finalized.  Every effort will be made to rescheduled the session

During the program:

  • Should the air quality deteriorate after the program has begun, programs will run as scheduled with reduced activities. Parents will be notified by email if activities are changed.


  • Every effort will be made to first reschedule any sessions that are affected by an air quality advisory.

  • Sessions that have been successfully rescheduled, or fulfilled by adding additional time to a camp, will be non-refundable.

  • Parents with concerns may withdraw their children at any point, however, any programming missed as a result of voluntarily withdrawal is non-refundable.

  • Refunds/Credits will be issued on a per-session basis only under circumstances where Saplings has formally cancelled sessions and those sessions cannot be reasonably rescheduled.

Get In Touch

Phone: 778-838-0335

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