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Cancellation Policy
We understand that unforeseen circumstances can occur and you may need to cancel your spot at an event. This cancellation policy has been created to address this need in an equitable manner for members and for the club.
The GMMC is a not-for-profit organization, run solely by volunteers. Effort is taken to budget such that the club does not make money, nor does it lose money. As such, the GMMC does not offer membership refunds.
There are unforeseen circumstances in which a participant may need to cancel a trip. We sympathize, however we must treat all members equally. We are not going to verify every story, nor are we going to make a judgement call on which is more important.
ACCOMMODATION:
Until further notice, members are responsible to book their own accommodations, so this policy is currently redundant but remains in place for future use.
Unless specified otherwise by the trip coordinator, participants are required to give a minimum of 72 hours notice of cancellation to the trip coordinator. In general, different accommodations have different cancellation policies and it is ultimately up to the trip coordinator to manage the risk of loss due to last-minute cancellations by participants. Please contact the trip coordinator for their requirements. Please refer to the Options for you to explore if you need to cancel below.
TRIP CANCELLATION:
If a trip is cancelled by the trip coordinator, all trip members are responsible for cancelling any of their own booked accommodations or other trip logistical reservations at their own cost. In the case that costs were incurred on behalf of the trip participants by the trip coordinator (eg. reserving accommodations for entire group) trip participants will still be required to reimburse the trip coordinator for their portion of the fees related to cancellation (eg. late cancellation fees, etc).
COURSES:
Unless specified otherwise by the trip coordinator, participants are required to give a minimum of twelve (12) days notice of cancellation to the trip coordinator. In general, different course providers have different cancellation policies and it is ultimately up to the trip coordinator to manage the risk of loss due to last-minute cancellations by participants. Please contact the trip coordinator for their requirements. Please refer to the Options for you to explore if you need to cancel below.
OPTIONS FOR YOU TO EXPLORE IF YOU NEED TO CANCEL:
- Notify the trip coordinator. See if there is a waitlist. See if the trip coordinator has enough time to contact individuals on the waitlist. Remember that all trip coordinators are volunteers with full time jobs and that the club is ultimately responsible for reimbursing trip coordinators for any unrecoverable deposits paid in expectation of your attendance. If there is not a waitlist, or they are unable to contact people, move to step 2.
- Find someone to fill your spot. This cannot just be anyone, it must be someone with the skill set required to participate on the trip and/or course, and be an active GMMC club member. The trip coordinator will still have discretion whether the replacement person is suitable. They are not “rejecting” your replacement to punish you, they simply want to ensure the highest level of safety is maintained on every event.
- If a suitable candidate can not be found, the participant is responsible to pay their portion of any fees incurred by the trip coordinator and/or Club. If fees are not reimbursed, the member will not be permitted to participate in further activities within the club until payment is made.
NOTE - Not all trips require prepayment. It is up to the trip coordinator to decide if they want to make this a requirement.