Outreach FAQs
Booking
All outreach bookings must submit a request form located on our Sci-Tech At Your School page. Once our booking department has reviewed the request, they will be in contact with either a potential invoice or alternative dates. Once a date has been agreed on then the deposit can be paid to finalize. Please allow up to 14 days to receive a response during spring/fall.
Your booking is not complete until the deposit has been paid by credit card, check, or PO.
You should book your outreach several months in advance! We book up quickly, especially for spring/fall.
While we may be able to accommodate some last-minute bookings, education programs must be booked at least 30 days in advance.
Your deposit is based on the total amount of your booking. For bookings less than $500, the deposit is $100. For bookings that exceed $500, the deposit is $250.
A deposit can be paid by credit card using the link on your invoice, check, or PO. A day-of schedule will not be made until the deposit or PO is received.
A deposit or PO is necessary to officially finalize your booking. If we do not receive any form of payment before the 30-day mark of your visit, then the outreach will either be canceled OR we will work with you to reschedule to a later date.
The best way to reach us is via email, but please don’t hesitate to call! Due to being a non-profit we only keep a small staff so that we can give as much back to the community as possible. We apologize if that means a delay in us answering any inquiries and we thank you for your patience.
Outreach bookings are different from our regular building hours and are booked depending on staff availability. They are reviewed on a case-by-case basis when request forms are submitted. We recommend getting in a request as soon as possible so we can secure a staff member. If we do not have a staff member available, we will not be able to run the program.
Preparing For our visit
If the change is made less than two weeks before our visit, it may incur a change fee. Day-of-visit changes may mean that students do not get to participate in certain programs depending on staffing/material availability.
Please make sure to review the itinerary carefully. If you have a Learning Lab, make sure to split your students into groups of 30 before your arrival. If more than 30 students enter a learning lab, additional students will be turned away.
If you have students who require accommodations or special assistance, please let us know during booking or before the day of our visit. We know different students have different needs! Our staff will handle this on a case-by-case basis and accommodate you if we are able. If we are not given prior notice, then we cannot guarantee accommodations will be made.
A finalized schedule will be sent to you by our education department two weeks before the date of your visit. Any changes to your booking must be made before this time.
If you need a schedule prior to this two-week mark, please contact our booking department and they can provide you with a pending schedule. However, please note that pending schedules are not confirmed, and the only the schedule sent by education two weeks before your date is considered a finalized schedule.
Day Of
Our education team will bring the materials needed for the program(s) booked. It is important to make sure your headcount is accurate so that they bring the correct amount. Some of our programs may require the school/outreach site to provide. If this is the case, then it will be communicated by our educator team when they finalize the schedule. These materials may include tables, access to electricity, and access to water.
Please make sure you set up student seating before our team’s arrival so they can start the program at its scheduled start time!
Please make sure you communicate any parking or arrival location specifics to our team before the day of the program. If there are any other program-specific questions, our team will communicate them to you.