Bookings and Policies

“Dragonfly is very flexible, highly skilled and professional company.  Their service has exceeded our expectations every time!”
Mitzy Cullen,  Parent
USA Hong Kong Girl Scouts Overseas

Teacher Information Package
The teacher in charge of arranging the program should ensure that they have read and are aware of the information in our teacher information package. This package includes information on the roles of school teachers and chaperones on Dragonfly programs, emergency procedures and discipline and behavior expectations of students etc.

Download our teacher information package here : Registration Form - Equipment Order Form - Pack List

Risk Assessment and Risk Management Information
A detailed risk assessment and risk management outline is available for all of the activities we arrange and is available once the school has had an initial consultation with us.

Booking and Registration Procedures and Policies

Our booking and registration procedures generally happen in this way;

1. Contact us and let us know;

• the dates you want
• approximate age and number of students in your group
• number of teachers that will be attending
• general goals you want to achieve through the program
• activities you’d like your students 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 will schedule an in-person meeting or dialogue through email to discuss options and draft a proposal for your school’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.

Notes:

• The contract must be signed and chopped by the school and received by Dragonfly along with a deposit to hold the booking.
• In the case of sign-up programs, the school may be required to commit to an estimated minimum number of participants in the program.
• One (1) teacher attends the program free, for every fifteen (15) students on the program.  Additional teachers attend at a 30% discount.

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

a) Dragonfly Registration/Medical/Waiver Form

• Each student and teacher attending the program must complete this form and students must have it signed by their parent or legal guardian if they are to attend the trip.
• Dragonfly requires that school organizers submit all participant and teacher registration forms 2 weeks before the start of camp.

b) 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.

c) What to Pack List

d) Equipment Order Form

e) Draft letter to parents outlining the details of the camp and how to prepare

5. Dragonfly staff will do an in-school, pre-camp presentation for students and/or parents on the program 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 camp will result in the loss of the deposit

Cancellations less than 1 month (30 days) before camp wil result in the full loss of the 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 agreed upon by Dragonfly within 6months of the original program dates. This may result in a partial loss of deposit for payments made on program bookings and expenses.

Students who are 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 school.  Dragonfly may require a doctor’s note or letter from parent explaining the circumstances of the cancellation.

The school is responsible for covering the total fees (up to the minimum participant number shown on the contract) should the final number of students 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, typhoon signal 1 and rising (or pre-warning there of );

• Up to or before 7am - programs for the day will be cancelled on day camps, 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).
• Cancellations due to bad weather (up to or before 7am) will be re-scheduled for another date.

Amber Rain Storm, Typhoon Signal 1 lowering;

• Unless otherwise notified (before 7am), camp will meet as usual for indoor activities with 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 re-schedule 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