Cancellation & Refund Policy
Vancouver Outdoors Society Payment, Cancellation and Refund Policy
As a part of registration, the Vancouver Outdoors Society collects a $100 non-refundable deposit.
In the event the Vancouver Outdoors Society cancels a program, a refund of program fees will be paid in full.
With a written cancellation notice of at least 30 days before the start of a program, a full refund will be provided minus the non-refundable $100 deposit.
A cancellation with less than 30 days notice before the start of a program will not be refunded.
With written notice at least 30 days prior to a program start date, fee payments may be applied to any Vancouver Outdoors Society program for up to twelve months from the notification date. In the case of a transfer to a program with a lower fee, the difference will be refunded. In the case of a transfer to a program with a higher fee payment, the additional fee difference will be required.
We advise that you purchase cancellation insurance to protect you from potential loss of expenses if your child is unable to attend or has an early withdrawal during the program. Insurance can be assist you in recovering program fees, travel, medical, evacuation or other expenses. We recommend that you read insurance policies carefully to understand the limitations, restrictions and suitability of the policy.
Full payment is required upon registration. In some cases a deposit and a remaining balance payment plan can be offered. Please enquire with our Customer Service Director if you require this assistance.
A participant may require an early departure from a program for medical, behavioural, motivational or other reasons. Refunds are not provided in these circumstances. Parents of participants under 18 years are expected to support the Vancouver Outdoors Society with the evacuation of a participant and a return home as soon as possible.
Once registered for a program, a completed participant medical questionnaire, provided by the Vancouver Outdoors Society, will be required. In some circumstances, a participant may not meet the medical requirements for a program. In this case a full refund will be provided. Failure to provide a medical history could result in a participant being removed from a program without a refund. The Vancouver Outdoors Society reserves the right to cancel a registration at any time.
Participants or their parent (if participants are under 18 years of age) are responsible for all evacuation, medical and return home expenses due to an undisclosed medical cancellation.
Participants who have a change in their health history, conditions or medications after submitting the Vancouver Outdoors Society medical questionnaire and before their program start date are required to update the Vancouver Outdoors Society with the changed medical information.
Participants are required to have health insurance coverage applicable to Canadian health services providers to participate in Vancouver Outdoors Society programs.
If a participant is ill due to COVID-19 and cannot attend, fees will be fully refunded including the $100 deposit. A doctor’s note will not be required. We realize this policy can be subject to abuse. We ask families to operate on the honour system recognizing the Vancouver Outdoors Society is a non-profit society and an expectation of truthful cancellations is required in order to address the financial challenges the Vancouver Outdoors Society has had during the ongoing pandemic.
Participants during and prior to their program are expected to abide by the applicable COVID-19 requirements and vaccine policies in place, which can be subject to change by the federal, provincial and local health units. This could include pre-program screening, testing, and proof of vaccination. As COVID-19 policies and requirements are continuously being updated and changed by government agencies, the Vancouver Outdoors Society will notify participants of the COVID-19 requirements and policy before their participation in a program. It is strongly recommended that participants and their families also monitor and assess the British Columbia Government COVID-19 information at gov.bc.ca to determine the compliance requirements to take part in a Vancouver Outdoors Society program.