Events Policies

Events Policies – Wellness & Social Programs

These policies apply to all Youth Respite (Disabled) – Social & Activities and Seniors Outing – Wellness Social events offered by Vital Care Home Services (“VitalCare”).

These events are designed as community wellness and social programs and do not replace medical, nursing, or clinical services.

1. Registration & Payment

  • Event spots are available on a first-come, first-served basis.
  • Registration is completed online through Calendly, with secure payment collected via Stripe (and PayPal where enabled).
  • A booking is considered confirmed once payment has been successfully processed and a confirmation email has been issued.

2. Fees, Refunds & Cancellations

  • Standard event fees are:
    • $10 – Admission only
    • $20 – Admission + organic meal
  • All prices are in Canadian dollars and may change with notice on our website.
  • Participant cancellations:
    • Cancellations or changes made at least 24 hours before the event start time may be eligible for a credit or transfer to a future date (subject to availability).
    • Cancellations made less than 24 hours before the event, or no-shows, are non-refundable.
  • Organizer cancellations:
    • If VitalCare must cancel or reschedule an event (e.g., low enrollment, weather, emergency, or venue issue), participants will be offered either:
      • a full refund, or
      • a credit/transfer to another session.

3. Weather, Venue & Program Changes

  • Events may be rescheduled, moved, or modified in the case of:
    • inclement weather
    • venue accessibility issues
    • other unforeseen circumstances
  • We will notify registered participants via the email and/or phone number provided at booking.

4. Health, Safety & Supervision

  • Participants and/or caregivers are asked not to attend if they are unwell, have a fever, or show symptoms of a communicable illness.
  • VitalCare staff and volunteers aim to provide a safe, supportive environment, but do not provide nursing or emergency medical care.
  • For youth and some adults with higher support needs, a parent/guardian or designated support person may be requested to remain on site for the duration of the event.
  • In an emergency, 911 will be contacted as appropriate.

5. Food, Allergies & Special Diets

  • Organic meals are prepared by Anna’s Soul Food Kitchen or another designated provider.
  • We strive to accommodate common dietary preferences (e.g., vegetarian), where options are offered at booking.
  • Participants and caregivers are responsible for:
    • informing us of allergies or dietary restrictions when registering, and
    • assessing whether menu options are suitable for them.
  • While reasonable care is taken to avoid cross-contamination, we cannot guarantee allergen-free meals.

6. Accessibility & Support Needs

  • Events are held in accessible venues within the City of Brantford where possible.
  • Participants and caregivers are encouraged to provide details of access needs, mobility considerations, or communication supports in the booking form.
  • We will make reasonable efforts to accommodate needs within the limits of the venue, staffing, and program design.

7. Code of Conduct

To maintain a safe and welcoming environment for all:

  • Participants, caregivers, and staff are expected to treat one another with respect and courtesy.
  • Aggressive, discriminatory, harassing, or unsafe behaviour may result in a participant being asked to leave and/or being declined participation in future events.
  • Caregivers are responsible for the behaviour and wellbeing of participants in their care.

8. Photography, Media & Privacy

  • From time to time, VitalCare may take photos or short video clips at events for internal documentation or promotional use.
  • We will:
    • obtain verbal or written consent where appropriate, and
    • avoid identifying participants by name without explicit permission.
  • If you do not want yourself or your child to appear in any photos or media, please indicate this on the booking form and inform staff upon arrival.

9. Liability

  • By registering for an event, participants and/or their caregivers acknowledge that they are participating in recreational and social activities and accept the normal risks associated with such activities.
  • Vital Care Home Services is not responsible for personal items that are lost, stolen, or damaged during events.

10. Contact

Questions about these policies or any upcoming events:

These policies may be updated from time to time. The most current version will always be posted on this page.