How HEN runs excursions and events

HEN feels it’s important to be transparent about how we run our events and excursions, and where your money goes.

All HEN events are organised by volunteers. Volunteers receive no special treatment for their child/family. However, if a volunteer is attending an event purely in an organisational role (without participating children) they may have their expenses reimbursed. Any money paid for an event is used to cover the cost of a location/event. There is no premium added to the prices charged by providers, other than for rounding (to the nearest dollar), and covering PayPal fees.

Some excursions have free ‘teacher’ spaces which are provided on a pro rata basis. Where a set number of students are attending an excursion, the teacher discount is shared pro rata between those attending. In cases where numbers are not capped, and it’s not possible to calculate the pro rata amount before setting attendance costs, HEN may make a small profit. This is balanced by the times when HEN makes a small loss, for example where minimum numbers are not quite reached. If HEN runs incursions, the fee charged covers hire of the hall, and the cost of the facilitator. Facilitators, like excursion providers, are usually running events as a business.

If you pay for an event, and cannot attend, we will refund the cost if we have someone on our waiting list who takes up the place. Please do not send another family in your stead without discussing it with the organiser, as this is unfair to those on a waiting list.

Families should only sign up for events they intend to attend. It’s common for people to put their name down for free or low cost activities, and then not turn up. A free excursion will usually have limited places. If you don’t intend to add an event to your calendar, and prioritise it over last minute social plans, then it’s probably not the event for you. We understand that sickness and other life events affect the best laid plans, please take the time to let the organiser know. If you are able to give some notice, that’s even better, as there may be a waiting list.

HEN volunteers work hard to create opportunities for our community. Please treat them respectfully. Group pricing is given because venues expect to deal with one person only, so we would appreciate it if you do not contact the provider directly. If there are parameters for an excursion (particularly age/grade ranges) they are there for a reason; please do not ask for accommodations. It is often, but not always, possible to work around any specific needs but please discuss this with the organiser in advance. If you have questions about an excursion, contact the organiser directly via phone, email or messenger.

When you are contacted by a volunteer, please reply promptly. It should not be necessary for them to send multiple emails and reminders. Families attending a HEN event are expected to follow attendee guidelines. Anyone who does not follow the guidelines, or the requests above, may automatically be placed on a waiting list for further events, or in certain circumstances not permitted to attend.

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