LUMA Logistics

Session Makeup Policy

Cohort tuition covers a complete 8-week clinical series. Every 8-week term includes a built-in 9th makeup week reserved specifically for practice-cancelled sessions due to weather, ferry disruptions or clinician emergency.

One practice cancelled session per term is rescheduled during this dedicated makeup week.

Unfulfilled Session Protection:

We design our 8-week series with flexibility in mind because island weather happens! In the rare event that extraordinary conditions cause more than one practice cancellation and prevent us from completing all 8 sessions, we will issue a full pro-rated credit or refund for each unfulfilled session beyond our makeup capacity.

Unfulfilled session refunds/credits are processed in one of two ways at the family’s choice:

Rollover Account Credit: Applied toward the next available 8-week cohort;

or

Direct Refund: Issued at the standard per-session rate of $125 (Orcas) and $137.50 (San Juan and Lopez). Refunds are returned to the client’s original payment method within 10 business days.

Weather & Ferry-Related Cancellation Protocol

We are Rooted in Nature—Committed to Risk Management

All sessions take place outdoors in standard island weather, including rain and cold. Dressing in appropriate layers is part of our shared group preparation. For safety, sessions are cancelled or relocated in the event of:

  • High Wind Warnings/Gusts >35mph.

  • Active Lightning or Electrical Storms.

  • Freezing Ice/Dangerous Road Conditions.

  • Unhealthy Air Quality (AQI >150).

  • Severe Ferry Disruptions or Cancellations.

To ensure predictability for island families, weather determinations follow a two-stage notification protocol:

1) 24-Hour Weather Watch: An initial email/SMS alert issued if severe weather is forecasted.

2) 2-Hour Final Confirmation: A final email/SMS notification issued at least 2 hours prior to session start time confirming whether the session is A Go, Relocated, or Rescheduled.

Outdoor Safety and Preparedness

We believe nature and the outdoors is a powerful co-facilitator for mental health, self-efficacy, and somatic regulation. Because our micro-cohorts move outdoors across the frontcountry of Orcas, San Juan and Lopez, physical safety and environmental comfort are the foundation of everything we do.

What to Wear

Shoes: Sturdy walking shoes or boots with socks. No sandals, heels, open toes, or flip flops.

Layered Clothing: Base layers, insulating layers, and light wool or synthetic undergarments are ideal. Waterproof jacket with a hood. Hats, gloves, and scarves as needed. Avoid pure cotton (t-shirts and jeans) in cold, wet, weather, if at all possible.

Safety

Your LUMA Counseling clinician holds Basic First Aid/CPR certification and will carry a small first aid kit, cell phone, and Emergency Satellite device for immediate, direct access to EMS in non-cellular areas.