Cancellation Policy

Last updated on December 10

Introduction

When participants cancel shortly before an event, it potentially unfairly takes away spots from others. This can also cause payment issues, so we would like to introduce a general cancellation policy.

Definitions

  1. Participant: A person who has registered for an activity.
  2. Organisers: The party who is organising the activity, such as a committee or the board.
  3. Cancellation Fee: The fee that a participant is charged with in case of cancellation.
  4. Participation Fee: The fee a participant pays for the activity.
  5. Activity cost: The fee the organisers pay for the activity.
  6. Event website: The calendar event on the Cover website or other dedicated page.

Scope

  1. The policy outlined in this document is the default cancellation policy.
  2. A participant may cancel free of charge up to one week before the event begins, unless otherwise specified by the organisers.
  3. If the sign-ups of the activity open less than one week in advance of the activity, a participant may cancel up to 48 hours before the event begins, unless otherwise specified by the organisers.
  4. No-shows are treated as cancellations.

Fee Amount

  1. The cancellation fee is the activity cost for one person as paid by the organisers.
  2. If there is no clear activity cost per participant, the cancellation fee is the total price of the activity divided by the number of expected participants.
  3. No cancellation fee may be higher than the activity cost for one participant unless approved by the board.

The Organisers' Role

  1. The organisers may define a different cancellation policy or fee only if they clearly indicate this on the event website before the sign-ups open.
  2. If the cancellation fee is not equal to the participation fee, the amount needs to be clearly indicated on the event website before the sign-ups open.
  3. The organisers may waive or lower a cancellation fee if they deem it reasonable.
  4. The organisers are responsible for tracking cancellations and fees and reporting them to the treasurer.

The Participant's Role

  1. Cancellations must be sent to the organisers' email to be binding.
  2. If the sign-ups are full and the participant or the organisers can find a replacement, that person may take the now open spot. The original participant will only be responsible for any additional costs incurred by changing the participant.