Booking and Policies

Our booking and registration procedures generally happen in this way;

1. Contact us and let us know;

• the dates you want
• approximate number of staff in your group
• general goals you want to achieve through the program
• activities you’d like your staff to participate in
• whether you would like a residential or day camp program
• any other specific requirements you may have for the program

2. We normally try to schedule an in person meeting or dialogue through email to discuss options and draft a proposal for your company’s approval.

3. Once we have confirmed the elements to be included in the program, this is drafted into a contract and sent to you together with an invoice for a deposit which confirms and holds your booking with us.
*The contract must be signed and chopped by the client and received by Dragonfly along with a deposit to hold the booking.
*In the case of sign-up programs, the client may be required to commit to an estimated minimum number of participants in the program.

4. Once your deposit and contract are received, we will then send you the participant information package which includes:

• Dragonfly Registration/Medical/Waiver Form
  *Each participant attending the program must complete and sign this form.
  * Dragonfly requires that the client submit all participant registration forms 2 weeks before the start of the program to ensure that we can meet the needs of all participants and also ensure that they have been added to our insurance policy.
• General itinerary
  *Dragonfly reserves the right to change activities and locations according to weather conditions, group sizes and other safety and group considerations at any time before or during the program.
• What to Pack List
• Equipment Order Form
• Letter to participants outlining the details of the camp and how to prepare

5. Dragonfly staff will do a pre-program presentation for clients if requested.

6. Once final participant numbers are confirmed we will send you a final invoice which is to be paid no later than one month before the start of the program.

Payment Information

Payment for the program can be made in the form of;

• Cheque (made out to Dragonfly Limited and mailed to our Hong Kong office)
• Bank transfer within Hong Kong to HSBC account #534 361266 838 (please email or fax confirmation of payment)
• Telegraphic transfer from outside of Hong Kong (please email or fax confirmation of payment).

Account Holder: Dragonfly Ltd.
Account Number: 534 361266 838
Bank Name: HSBC
Address: #1 Queens Road, Central, Hong Kong
Swift Code: HSBCHKHHHKH  (for telegraphic transfer)

Cancellation and Refunds

Cancellations more than 1 month (30 days) before the program results in loss of deposit.

Cancellations less than 1 month (30 days) before the program will result in the full loss of deposit and payment of any program bookings and expenses not refunded to Dragonfly.

Cancellations due to bad weather (up to or before 7am) will be rescheduled for another date.

Cancelled bookings may be rescheduled at a date agrred upon by Dragonfly within 6 months of the original program date. This may result in a partial loss of deposit for payments made on program bookings and expenses.

Those unable to attend the entire program because of health or other legitimate reasons and who apply for a refund will be considered on a case by case basis and will be refunded through the client. Dragonfly may require a doctor’s note explaining the circumstances of the cancellation.

The client is responsible for covering the total fees (up to the minimum participant number shown on the contract) should the final number of participants attending be under the minimum as stated on the program contract.

Bad Weather Policy – HK

Please refer to the following website for current HK Weather information - Hong Kong Observatory:  http://www.hko.gov.hk/contente.htm or call the HK Weather information line at 1878200. 

Red/Black Rainstorm Warning or typhoon signal 1 and rising (or pre-warning thereof);

• Up to or before 7am - programs for the day will be cancelled on day trips, or indoor activities will be planned on residential programs.
• While program is in process – programs will be cancelled and participants return home (on day trips) or indoor activities will be planned (on residential programs).

Amber Rain Storm, Typhoon Signal 1 lowering;

• Unless otherwise notified (before 7am), programs will proceed as usual with indoor activities and outdoor activities as local weather safely permits.

Bad Weather Policy – Yangshuo

In the case of bad weather on our residential programs in China and depending on the severity of the situation, Dragonfly organizers may reschedule the order of activities, move activities indoors and/or change the nature of the activities to be indoors.
Refer to this website for weather details in the Yangshuo (Guilin) area;
http://www.wunderground.com/cgi-bin/findweather/getForecast?query=guilin