Course and Club Meet Refund Policy

1. Purpose

Our club runs courses and club meets to provide opportunities for members to learn, develop skills and enjoy outdoor activities together. All courses and meets can incur costs, including instruction, accommodation, food, venu, etc. Many of these costs are committed in advance and may be non-refundable. This policy is in place to protect the club from financial loss when participants withdraw, particularly when an activity still needs to go ahead and the associated costs remain unchanged.

2. Participant Withdrawals

If you withdraw from a course or club meet after payment has been made, the following refund policy applies:

• More than 4 weeks before the activity: 100% refund, minus any online payment transaction fees.

• Between 2 and 4 weeks before the activity: 50% refund, minus any online payment transaction fees.

• Less than 2 weeks before the activity: No refund.

Refunds are calculated from the date the club receives notification of your withdrawal.

3. Replacement Participants

If you withdraw and you or the club finds a suitable replacement to fill your place, you will receive a 100% refund, minus any online payment transaction fees.

Any replacement participant must meet the requirements for the course or meet and be approved by the club.

4. Illness and Exceptional Circumstances

We understand that genuine illness and unexpected circumstances can sometimes prevent participation.

In cases of genuine illness or exceptional circumstances, the club may consider a refund on a case-by-case basis. Any refund will take into account the circumstances, costs already committed and whether a replacement participant can be found.

Participants should notify the club as soon as possible if they are unable to attend.

5. Cancellations by the Club

If the club cancels a course or meet, participants will receive a full refund, minus any online payment transaction fees.

6. Participant Suitability

If the club determines that a participant is not suitable for a course or meet, a full refund will be provided, minus any online payment transaction fees.

7. Our Commitment

We aim to apply this policy fairly and consistently while ensuring the club is not left financially disadvantaged by participant withdrawals. Late cancellations can result in significant costs to the club, as expenses may still need to be paid even when a participant no longer attends.

Thank you for your understanding and for helping us keep club activities sustainable for everyone.