Terms of Enrollment

Welcome to Brain Eating Machines. By enrolling in our programs, you agree to the following terms and conditions. Please read these carefully before registering for any of our robotics programs, camps, or workshops.

Last Updated: December 2025

Enrollment & Registration

Registration is on a first-come, first-served basis and subject to availability.
All programs have minimum and maximum enrollment requirements. We reserve the right to cancel or reschedule programs that do not meet minimum enrollment of four (4) students for regular programs and intensive workshops.
Students must be within the specified grade range (typically 4th-8th grade) for the program they’re enrolling in.
Enrollment is complete only when payment has been received and confirmed.
Parents/guardians will receive email confirmation upon successful enrollment.

Payment Terms

For registration through Community Schools, please follow the respective community school payment term policy.

We offer flexible payment options to accommodate different family needs:

Payment Methods: We accept major credit cards, debit cards, and electronic bank transfers.

Late Payments: A $35 late fee will be applied to payments received more than seven (7) days after the due date. Repeated late payments may result in removal from the program without refund.

Cancellation & Refund Policy

For registration through Community Schools, please refer and follow the respective community school cancellation and refund policy.

By Brain Eating Machines:

If we cancel a program due to insufficient enrollment, you will receive a full refund within 14 business days.
If we cancel individual sessions due to instructor illness or emergency, we will offer make-up sessions or pro-rated refunds.

By Families:

More than two weeks before program start: Full refund minus $50 processing fee.
One to two weeks before program start: 50% refund of program fees.
Less than one week before program start: No refund available.
After program has started: No refunds for partial withdrawals.

Medical Emergencies: Cancellations due to documented medical emergencies will be evaluated on a case-by-case basis. Please contact us at contact@braineatingmachines.com.

Make-Up Sessions

Eligibility: Make-up sessions may be available for students enrolled in after-school programs and competitive robotics teams. Summer camp sessions do not qualify for make-ups.
Advance Notice: To qualify for a make-up session, you must provide at least 24 hours advance notice of absence.
Limit: Students may schedule one (1) make-up session per month, to be used within four weeks of the missed session, if another session is already planned.
Scheduling: Make-up sessions must be scheduled in advance and are subject to availability in other class sections.
No Roll-Over: Unused make-up opportunities do not carry forward to subsequent months.
No-Shows: Sessions missed without 24-hour advance notice are not eligible for make-ups.

Discounts & Promotions

Sibling Discount: Some programs offer sibling discount. Once you register your children, please get in touch so we can help you.
Early Bird Discount: Special discounts may be offered for early registration. Check our registration page for current promotions.
Promotional Codes: Discount codes apply only to the initial registration/payment and do not extend to installment payments unless explicitly stated.
Non-Stackable: Discounts and promotional codes cannot be combined unless otherwise specified.

Program Materials & Equipment

All LEGO® Spike Prime robotics kits, and materials are provided by Brain Eating Machines for use during sessions.
Competitive robotics team members will receive a LEGO® robotics kit for the duration of the season, which must be returned in good condition at season end.
Students are responsible for any lost or damaged equipment beyond normal wear and tear. Replacement costs will be billed to families.
Students should bring a water bottle and snack if needed. No other personal items are required.

Code of Conduct

We maintain a respectful, inclusive learning environment. Students are expected to:

Treat instructors, fellow students, and equipment with respect
Follow safety guidelines and instructor directions
Work collaboratively and support their teammates
Use program time productively for learning and building

Repeated behavior issues will result in parent contact. Serious violations may result in removal from the program without refund. We prohibit corporal punishment, verbal abuse, food deprivation, or isolation as disciplinary measures.

Liability & Medical Authorization

Parents/guardians authorize Brain Eating Machines staff to obtain emergency medical treatment for their child if necessary.
Parents/guardians agree to provide accurate emergency contact and medical information during registration.
Brain Eating Machines carries general liability insurance but is not responsible for personal property loss or damage.
Participation in robotics activities involves inherent risks. Parents/guardians acknowledge these risks and agree to hold Brain Eating Machines harmless for injuries resulting from normal program activities.

Photography & Media Release

We occasionally photograph and video record program activities for promotional and educational purposes. Images may be used on our website, social media, or marketing materials. We do not sell or distribute images to third parties for commercial purposes.

If you do not wish your child to be photographed or filmed, please notify us in writing at contact@braineatingmachines.com.

Changes to Terms

Brain Eating Machines reserves the right to modify these terms at any time. Material changes will be communicated to enrolled families via email. Continued participation in programs after notification constitutes acceptance of modified terms.

Questions?

If you have questions about these terms or need clarification on any policies, please contact us:

Email: contact@braineatingmachines.com