Effective July 1, 2025. Subject to change without notice

Refunds & Rescheduling

Due to the extensive coordination and planning required for Mote’s Education programs, no refunds are available for Virtual Focus Trips once a booking request has been approved by our team.

Mote reserves the right to modify program content or schedules as needed. Changes made by Mote do not qualify for a refund. Program elements may vary due to weather or veterinary needs. While we strive to deliver all experiences as described, a mix of live and pre-recorded video may be used to maintain program quality.

You may reschedule your program once for any reason.

• TidyCal Bookings: If you booked through TidyCal (by credit card or invoice or Animal Adoption), your confirmation email will include a link to reschedule. You may reschedule at any time up to the program’s scheduled start time. Note, the next available date will be at least 21 days or more from the date of the change. TidyCal will automatically notify both you and our team of the rescheduled date once you submit.

• CILC Bookings: If you booked through CILC.org, you must log in to your CILC.org account to reschedule or cancel. CILC will automatically notify both you and our team of the rescheduled date. Alternatively, you may email us at marven@mote.org at least 48 hours in advance to request a change.

Cancellations

No refunds are available once your booking request has been approved.

• TidyCal Bookings: You may cancel your booking using the link in your TidyCal confirmation email.

• CILC bookings: Cancellations must be managed through your CILC.org account, or by contacting us at marven@mote.org at least 48 hours in advance

Payment Terms (Invoice)

If paying by invoice, payment is due within 30 days of the invoice date, regardless of your scheduled program date. Please refer to your invoice for the exact due date. A 5% late fee will be applied to any unpaid invoice after the due date and will continue to accrue with each billing cycle until paid in full. Failure to pay on time may result in cancellation without the option to reschedule. Any outstanding balances and related late fees from prior programs must be resolved before new bookings can be accepted. To avoid cancellation, all payments must be received on or before the due date.

Paying by Check If paying by check, please include your invoice number and mail it to:

Mote Marine Laboratory

ATTN: MARVEN / Lisa Endriss

1600 Ken Thompson Pkwy

Sarasota, FL 34236

Contracts

If you require us to sign a contract or submit additional documentation, email it to marven@mote.org at least two weeks before your program date to ensure timely processing.

Privacy Policies

The following links provide access to the official privacy policies of the booking services utilized for our programs:

• • Mote Marine Laboratory & Aquarium mote.org/about/privacy-policy

  • TidyCal tidycal.com/privacy-policy, DPA, GDPR

  • Stripe stripe.com/privacy

  • Center for Interactive Learning and Collaboration cilc.org/privacy

Access, Consent, and Recording Agreement

By requesting a program with Mote Marine Laboratory, you confirm that you are authorized to make this request on behalf of your group, school, family, or organization. You understand and consent to Mote Marine Laboratory & Aquarium connecting with your group using live videoconferencing technology—whether delivered via fully interactive format with audio, video, and chat—or in a webinar format with more limited interactions. You acknowledge that this participation complies with your state’s privacy laws. No data will be collected, retained, or shared by Mote Marine Laboratory & Aquarium beyond what is necessary for delivering the scheduled program.

Recording and A.I.

You also agree that no audio, video, or screen recording—manual or automated—will be made without prior consent from both parties. Approved recordings may only be used for internal educational purposes and may not be shared publicly, distributed through third-party platforms, or processed by AI tools without explicit permission from Mote. You will not use bots, artificial intelligence, or automated systems to record, transcribe, analyze, or extract content from the session. The program fee includes live, one-time access for the intended audience only and does not grant rights to retain, duplicate, or redistribute the content.

Recording Options

• If Mote hosts the connection with our Zoom account, we can record and store a temporary recording for an additional $100 (i.e., program fee + $100 recording fee). The recording may be accessed for up to two weeks through Mote's hosted recording.

• When you book a Wonderful Animal Virtual Encounter through our Animal Adoption program, complimentary recording access is included with your adoption, and the $100 recording fee is waived. Recordings remain available for two weeks.

• If you would like to retain, duplicate, or redistribute the program beyond that period, a flat fee of $500 per session applies. In that case, the video feed will include a visible watermark that cannot be removed or altered. Please note the following terms apply in all cases: recordings may not be shared publicly or distributed through third-party platforms and the content may not be processed by AI tools or automated systems to record, transcribe, analyze, or extract information without prior permission from Mote.