Booking Policies

BEFORE YOU BOOK, KEEP IN MIND…
• Kentucky Science Center is happy to accommodate special requests, or customize a program to meet your needs. If you don’t see what you need in our Education Guide, call us!
• Payment must be received at least three weeks prior to your scheduled visit. Payment secures your reservation.
• All field trips to the Science Center require a 1:10 chaperone/student ratio. Make sure you have your chaperones lined up before you book.
• Refer to your confirmation packet for off-site program preparations.
• Changes and cancellations may be accommodated, but may incur additional fees.
• Your class is welcome to bring sack lunches, but the Science Center lunchroom must be reserved ahead of time.

READY TO BOOK? FOLLOW THESE STEPS…
1. Pick a program, service or activity you want, a date and a time.
2. Fill out a Request Form.
3. You will receive confirmation for your booking with an invoice – REVIEW ALL OF THE DETAILS!
4. Communicate any changes to our Reservation Specialist at 560-7166.
5. Submit payment. Your booking is finalized when payment is received and confirmed.

Not sure which program is best for your students? Have questions?
Call our Reservation Specialist, at 502-560-7166.

Book your program today!

Reservation Information

New Policies

Please note our new policies. All official communications must be made in writing. The Kentucky Science Center considers the teacher contact listed on the reservation invoice to be acting as an authorized representative of the school. Any failure on the part of this representative to communicate changes to the field trip reservation will be considered a responsibility of the school.

BOOKING POLICIES

Reservation Changes
We understand that last-minute changes to field trip reservations do happen, however, we prepare and staff the Science Center based on anticipated daily attendance. We try to work with groups to the best of our ability, within reason, to ensure the highest quality of experience for all of our visitors. Last minute increases to any reservation number should be communicated to our Visitor Services Reservation Specialist and will be accommodated based on availability. We cannot guarantee the availability of any feature of the Science Center. Last minute decreases to any total reservation number should be communicated to our Visitor Services Reservation Specialist and may be accommodated within 10% of the total listed number.*

*Groups with more than 200 total visitors must communicate any number changes no less than one week in advance of the visit.

Cancellations and Reschedules
Cancelling a Field Trip Reservation less than three weeks before the scheduled visit will result in a cancellation fee of 10% of the total price. Cancellation of a Class or Lab will result in a cancellation fee of up to $50.00 per class and $100.00 per lab. Cancellations due to inclement weather are not subject to a cancellation fee. Refunds will be issued for last-minute decreases in total reservation number or for cancelled field trip reservations within 10% of the total reservation number. All refunds will be issued in the form of a check that may take up to six weeks to process. Refunds will be issued for Field Trip Reservations cancelled due to inclement weather. Rescheduling a Field Trip within 3 weeks of the the scheduled visit will result in a rescheduling fee of $25.00.

Chaperones
The Science Center requires one chaperone per 10 students. Teachers and any adults over the age of 18 count toward this ratio. Chaperones must be included on the reservation in order to receive the discounted chaperone rate. Chaperones arriving and/or paying separately will be charged regular Science Center admission and will be accommodated based on availability.

Questions
If you have any questions or would like to make a reservation, please contact the Reservation Office at (502) 560-7166 or send an email.  The Reservation Office is open Monday through Friday 9:30 a.m. to 5:00 p.m.

BOOK YOUR ONSITE FIELD TRIP ONLINE!

After making a reservation, you will receive a confirmation package complete with a Pre-Visit Guide and any additional needed information.

Did you know you can order Gift Shop items, Movie concessions, and lunch from SUBWAY before your visit? Download the Pre-Visit Guide to learn more.

@ THE SCIENCE CENTER – SPECIAL BOOKING POLICIES

 

Pulse of Surgery

  • MINIMUM: A minimum of 30 students is required to schedule a Pulse of Surgery program, with a maximum of 175 students per school.
  • CANCELLATION: Due to the nature of this program we are not able to offer refunds for cancellations.
  • PAYMENT: Full payment must be received 4 weeks prior to your program. Unpaid reservations will be canceled. Program materials will be shipped once full payment is received.
  • REFUNDS: Due to the nature of this program, we are not able to offer refunds.

Family Science Nights

  • MINIMUM: Schools wishing to book a Family Science Night must pay for a minimum of 200 participants.
  • CANCELLATION: You may change or cancel your reservation up to 2 weeks prior to your visit.
  • PAYMENT: Schools will be billed after the program for the total number of individuals who attend, with a 200 participant minimum.

Overnight Adventures

  • MINIMUM: Schools wishing to book an overnight must pay for a minimum of 75 participants.
  • DEPOSIT: A non-refundable deposit of 50%of your total reservation is due 4 weeks prior to your visit.
  • CANCELLATION: You may change or cancel your reservation up to 2 weeks prior to your visit.
  • PAYMENT: Full payment must be received 2 weeks prior to your overnight.
  • REFUNDS: No refunds will be given within the 2 week window of the program.

Teacher Training Sessions

  • BOOKING: Advanced registrations are required.
  • CANCELLATION: You may cancel your reservation up to one week before the date of your training session.
  • PAYMENT: Full payment must be received at time of booking.
  • REFUNDS: If the cancellation is made more than one week before the date of the training you will be refunded 80% of the total program fee. There will be no refunds for cancellations made less than one week prior to the program date. Funds can be transferred to reserve space in a future training session.

SCIENCE @ YOUR SITE – SPECIAL BOOKING POLICIES

Captain Current vs. The Electricity Vampires
OR
Ion Jones and the Castle of Chemistry

  • MINIMUM: There is no minimum number of students required to book. However, the program is suited for a maximum or 500 attendees. If your school exceeds 500 students, you may have the option of booking multiple programs for consecutive days.
  • BOOKING: All reservations must be made at least 4 weeks in advance of the program.
  • CANCELLATION: You may change or cancel your reservation up to 2 weeks prior to your program. Cancelations made within 2 weeks of the program will be charged a $100 cancellation fee. In the event that your program is canceled due to inclement weather, an attempt will be made to reschedule the program for a later date. If a mutually agreeable date is not found, the school will receive a full refund of fees.
  • PAYMENT: Full payment must be received 2 weeks prior to your program. Unpaid reservations will be canceled and a cancellation fee will incur.
  • REFUND: A processing fee of $50 will be deducted in the event of a paid cancellation. No refunds will be given after the 2 week window.
  • SELECT REFUND: A processing fee of $120 may apply to select overnight reservations in event of cancellation.

Pulse of Surgery – OFFSITE

  • MINIMUM: A minimum of 30 students is required to schedule a Pulse of Surgery-OFFSITE program. The maximum capacity per school will be determined by the size of the room linking into the program.
  • CANCELLATION: Due to the nature of this program we are not able to offer refunds for cancellations.
  • PAYMENT: Full payment must be received 4 weeks prior to your program. Unpaid reservations will be canceled. Program materials will be shipped once full payment is received.
  • REFUNDS: A processing fee of $50 will be deducted in the event of any cancellation. No refunds will be given after the 4 week window.

 

School’s In Science Class/Labs

  • BOOKING: School’s In Science Class sessions must be scheduled 3 weeks in advance.
  • CANCELLATION: You may change or cancel your program up to 2 weeks prior to your program.
  • PAYMENT: Full payment must be received 2 weeks prior to your program.
  • REFUNDS: A processing fee of $50 will be deducted in the event of any cancellation. No refunds will be given within the 2 week window of the program.

 

After School Enrichment Programs

  • BOOKING: After School Enrichment Programs must be scheduled 4 weeks in advance.
  • CANCELLATION: You may change or cancel your program up to 2 weeks prior to your program.
  • PAYMENT: Full payment must be received 2 weeks prior to your program.
  • REFUNDS: No refunds will be given within the 2 week window of the program.
  • MILEAGE: Please note that mileage may be added to the final price at $0.56/mile roundtrip.

 

High-Powered Demos

  • BOOKING: High Powered Demos must be scheduled 4 weeks in advance.
  • MINIMUM: There is no minimum to book a High Powered Demo. However, the program is suited for a maximum of 50 participants.
  • CANCELLATION: Your may change or cancel your program up to 2 weeks prior to your program.
  • PAYMENT: Full payment must be received 2 weeks prior to your program.
  • REFUNDS: No refunds will be given within the 2 week window of the program.
  • MILEAGE: Please note that mileage may be added to the final price at $0.56/mile roundtrip.

 

Science Festivals/Science Expos

  • BOOKING: Science Festivals must be scheduled 4 weeks in advance.
  • CANCELLATION: You may change or cancel your program up to 2 weeks prior to the program.
  • PAYMENT: Full payment must be received 2 weeks prior to your program.
  • REFUNDS: No refunds will be given within the 2 week window of the program.
  • SELECT REFUND POLICY: A processing fee of $120 may apply to select overnight reservations in event of cancellation.
  • MILEAGE: Please note that mileage may be added to the final price at $0.56/mile roundtrip

 

Teacher Training Sessions

  • BOOKING: Advanced registrations are required.
  • CANCELLATION: You may cancel your reservation up to one week before the date of your training session.
  • PAYMENT: Full payment must be received at time of booking.
  • REFUNDS: If the cancellation is made more than one week before the date of the training you will be refunded 80% of the total program fee. There will be no refunds for cancellations made less than one week prior to the program date. Funds can be transferred to reserve space in a future training session.

 

School’s In Science Classes and Labs

  • MILEAGE: Please note that mileage may be added to the final price at $0.56/mile roundtrip.