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Registration Details
Scholarship Information
Frequently Asked Questions

Registration Details


When to Register

Registration for all of our programs is available online.

Look on this site for registration dates and times.

Once registration opens, you can submit your reservation request by selecting a date from the calendar and the program your group will attend.  Certain times of the year are very popular and fill up fast! If you have a very limited range of dates that you are available, it is best to register as early as possible.

How and When to Pay

   Non-refundable $50 ($100 for programs with Overnights) deposit due within 10 days of receiving confirmation email. This deposit will be deducted from your total balance due. Failure to submit the deposit by the due date may forfeit your reservation.

   Final payment is due 30 days (60 days for programs with Overnights) prior to your arrival. For field trips scheduled for a date less than one month (two months for programs with Overnights) in the future, full payment is due immediately.

    For electronic payments see instructions in confirmation email. For payments by mail, make checks payable to Hidden Villa and mail to:
Hidden Villa - Attention HVEEP
26870 Moody Rd.
Los Altos Hills CA, 94022

Making Changes to your Reservation

·      If the number of children/adults in your group decreases, you must notify us 30 days (60 days for programs with Overnights) in advance to receive a corresponding adjustment in payment.

·      Increases in the number of children/adults will need to be approved by us in advance. You will be charged for any extra attending children/adults over the amount in your invoice.


Refunds/Cancellations

·     For cancellations contact us at (650) 949-8644 or HVEEP@hiddenvilla.org.

·     Tours cancelled 30 days (60 days for programs with Overnights) before the tour date will receive a full refund minus a $50 ($100 for programs with Overnights) cancellation fee per class.

·     No refunds for cancellations made less than 30 days (60 days for programs with Overnights) before the scheduled program.

·      No refunds for absentee attendees.

Weather 

We conduct programs rain or shine. In fact, some of our best programs are conducted in the rain as it is very much a part of nature. If it looks like rain before your trip, prepare your students with positive messages such as the vast importance of rain to the health of our farm and forest! If possible, have them wear rain gear. No umbrellas. Rain ponchos are provided by Hidden Villa as needed.

Should conditions at Hidden Villa become unsafe (i.e. if there are actual high winds, lightning, etc.), we will contact you by 8 a.m. on the morning of your tour. Rain, in and of itself, is not considered an unsafe condition. Only tours cancelled by Hidden Villa will be rescheduled for a later date or refunded if no alternative space is available. Tours canceled by the school at the last minute cannot be refunded. It is also very unlikely that any alternative dates would be available. 

 

Scholarship Information

Each year generous and caring people make our scholarship pool possible. We offer scholarship assistance to schools that have a minimum of 25% of students eligible for the Federal Free and Reduced Lunch Program. All scholarship-supported visits take place from September through February only. The maximum amount of scholarship funds any one school can receive is $2,500 without special permissions.

If your school has at least 25% of students eligible for the Federal Free and Reduced Lunch Program, please enter your actual percentage into your school information on our registration site. To do this, please follow the appropriate process below at any time:

For returning teachers already in our registration system

  1. Go to our registration site.
  2. Enter your email and password. (Don’t remember your password? Enter your email and click on “Get a new password”. Follow the instructions to log-in and then change your password to something easy for you to remember.)
  3. Click on “School Info” and enter your actual percentage of students in the Free and Reduced Lunch Program.
  4. Click Continue and Log-out
  5. When Registration opens for scholarship eligible schools, you can register for a program and see the scholarship amount awarded.

For teachers new to our registration system

  1. Go to our registration site.
  2. Enter your email address and click on “Create a New Account”.
  3. Follow the instructions for getting your password and log-in.
  4. Follow the instruction for entering in your school information including your actual percentage of students in the Free and Reduced Lunch Program.
  5. Click Continue and Log-out

    When Registration opens for scholarship eligible schools, you can register for a program and see the scholarship amount awarded.

IMPORTANT

  • Scholarship Registration opens in late August (find specific date here).
  • Our scholarship funds are limited and do get used up quickly- sometimes in the first few days after registration opens!  
  • Your scholarship amount is not guaranteed until you get your confirmation email for the program you have registered.

 

Frequently Asked Questions 

 

Please CONTACT US if you are interested in learning more about our programs!