Field Trip Policies
Agreement between Group Coordinator and Busy Bee Play Cafe, LLC
Welcome to Busy Bee Play Cafe. This Field Trip Policies document applies to Busy Bee Play Cafe LLC and governs field trip bookings for daycares, schools, camps, and other organized groups. By booking a field trip with Busy Bee Play Cafe LLC, you (the "Group Coordinator") consent to and agree to be bound by the policies described in this document.
Field trips are categorized as part of our general Events program at Busy Bee Play Cafe and follow the same credit-based approach as our other event and party policies, with terms specific to field trip bookings outlined below.
Effective as of July 1, 2026
Field Trip Schedule
Field trips run Monday through Friday, 10:00 AM to 11:30 AM only. This is a fixed time block and cannot be moved to a different time of day. Weekend field trips are not available.
Field Trip Pricing and Group Size
Field trips are booked for groups of 10 to 30 children. This maximum reflects our approved occupancy load for the play space and applies to children only; chaperones, teachers, and bus drivers are not counted toward this limit.
Pricing is blended: the first 20 children in your group are billed at $16/child, and any children beyond 20 (up to the 30-child maximum) are billed at $14/child. This means your total cost scales smoothly with your group size, with no penalty or cliff at any point.
Busy Bee Play Cafe is closed to the general public during the 10:00-11:30 AM field trip block on confirmed field trip days.
Booking and Payment Requirements
Reservation Requirements
A non-refundable $125 deposit is required to secure your field trip date. Deposits are applied toward the total balance due. Only one group may book a given field trip date.
Balance and Headcount Deadlines
-
Balance due: 7 days before your field trip date.
-
Final headcount due: 5 days before your field trip date.
Your final headcount determines your total balance owed. Busy Bee Play Cafe staffs, prepares supplies, and reserves capacity based on this confirmed number.
Payment Methods
We accept all major credit cards, debit cards, and digital payment methods through our secure online booking system.
Final Headcount and Day-Of Attendance
Because a confirmed headcount determines staffing, supplies, and closure to the general public, the policies below apply once your final headcount is submitted.
Fewer Children Than Confirmed
If fewer children attend than your confirmed final headcount, your group is billed at the confirmed headcount. No same-day price adjustment or per-child refund will be made on the day of the visit.
The difference between the confirmed headcount and actual attendance is issued as a booking credit (not a cash refund), valid for 12 months from the field trip date. Credit may be redeemed toward a future field trip, birthday party, or daily admission.
More Children Than Confirmed
Because 30 children is our maximum occupancy load for the play space, we cannot admit children beyond your confirmed headcount or beyond the 30-child maximum, whichever is lower, regardless of space availability. If your group grows, please notify us as early as possible so we can update your headcount before the 5-day deadline or discuss a second visit date for the additional children.
Requesting a Headcount or Date Change
Headcount changes must be requested and confirmed before the 5-day final headcount deadline. Date changes are subject to availability, since only one group may book a given day. Changes cannot be made on the day of your visit.
Full Group No-Show
If your group does not arrive at all on the scheduled field trip date without prior notice, no credit is issued. The $125 deposit remains non-refundable, and any balance already paid is forfeited, consistent with our no-show policy for other bookings.
Cancellation Policy
We operate on the same credit-based cancellation philosophy used across Busy Bee Play Cafe: flexible booking credits instead of cash refunds, so your group never loses its investment when plans change. All cancellations are handled as credit, never a cash refund, except in the limited circumstances outlined in our general Refund and Cancellation Policy (billing errors, facility closure, or management discretion).
-
7+ days before your field trip date: 100% credit toward a future field trip, party, or daily admission. Credit valid for 12 months.
-
3-6 days before your field trip date: 50% credit toward future services. Credit valid for 6 months.
-
Less than 3 days before your field trip date: 25% credit toward future services. Credit valid for 3 months.
-
Day-of cancellations and full no-shows: no credit issued. Deposit and any paid balance are forfeited.
Emergency cancellations with documentation (severe weather, school closure, safety issue) receive 100% credit regardless of notice period. Contact us as soon as possible to discuss.
Day-Of Policies
Arrival
Please plan to arrive by 9:45 AM for a 10:00 AM start. This gives your group time to check in and get settled before play begins. Your visit will conclude promptly at 11:30 AM.
Waivers — Required Before Any Child May Play
A signed waiver is required for every child before entering the play area. No exceptions.
This waiver must be completed by the child's own parent or legal guardian. A Group Coordinator, teacher, or chaperone signing on a family's behalf does not satisfy this requirement, our waiver is a legal release that only a parent or legal guardian can provide for their own child.
Because our field trip visit window is a fixed 90 minutes, we strongly recommend that every family complete their child's waiver online in advance of your visit date, not at check-in. Collecting waivers on the day of your visit slows down check-in for the whole group and reduces play time for everyone.
The Group Coordinator is responsible for distributing the waiver link to all families in advance and confirming completion before the visit. Any child without a completed parent or guardian waiver on file will not be permitted to enter the play area, regardless of group size, travel arrangements, or distance traveled. Sign waiver online now.
Supervision and Chaperones
Groups of 20 or more children must provide a minimum of 3 adult chaperones, with 4 recommended. Groups under 20 children must provide a minimum of 2 adult chaperones. Chaperones, teachers, and bus drivers are not counted toward the 30-child capacity limit. Busy Bee Play Cafe is not a drop-off facility for field trips; the Group Coordinator and chaperones must remain on-site for the full visit.
Grippy Socks
Grippy socks are required for all children on play equipment and are available for $3/pair. Group Coordinators may pre-order grippy socks with the final headcount or purchase on arrival, subject to availability.
Food and Allergies
Busy Bee Play Cafe is a 100% nut-free facility. This includes peanuts, tree nuts, and products containing nuts. Please inform all chaperones, teachers, and families of this requirement in advance. If your group brings snacks, all items must be nut-free.
Weather-Related Cancellations
If Busy Bee Play Cafe closes due to severe weather, groups receive 100% credit with extended expiration. Notification will be sent to the Group Coordinator as soon as possible. If the facility remains open but your group is unable to travel due to weather, standard cancellation policy applies unless a severe weather warning has been issued for your area, which qualifies as an emergency accommodation.
Contact Us
Busy Bee Play Cafe LLC welcomes your questions about field trip bookings:
Busy Bee Play Cafe LLC, 7655 Mall Parkway Suite K, Stonecrest, Georgia 30038
Email: hello@busybeeplaycafe.com
Phone: (404) 236-9431
Effective as of July 1, 2026