Cancellation Policy

Please make sure you have read and understood the following information. 

Definitions of Terms

• Registration: Active registering for a program.
• Transfer: When you the client request to transfer from one program to another.
• Withdrawal: When you the client request to withdraw from a program.
• Insurance: 3^rd party protection from financial loss.
• Cancellation: When the Outdoor Centre as an organization cancels a program.
• Custom Bookings: For custom bookings & school groups please contact ocprograms@ucalgary.ca

Prices

Prices are in CAD and all prices are subject to change without notice.

Methods of Payment

We accept debit, cash and credit card payments. For your security we do not keep credit cards on file.

• For most programs full payment must accompany booking.
• Different conditions may apply for longer programs, remote expeditions or out of country trips (see individual program details).

Conditions of Registration

All clients on a program at the Outdoor Centre must sign the University of Calgary Waiver of Liability or Informed Consent prior to commencing any program. These are available for review in the program details on the website prior to registration.

The Outdoor Centre accepts no responsibility for the actions of persons and/or companies supplying goods and/or services as part of these packages or for any extra costs that may arise from the complication or prolongation of any program for any reason. 

Transfer Policy

Transfers are available at no cost, but are not offered after a certain date prior to the program starting.  Please see below or the individual program information for more details. This information is also contained in your confirmation email.

Withdrawal Policy

There is a withdrawal fee for each program which is representative of the overall program costs. 

• One day to weekend public or private programs
  • Withdrawal more than 14 days prior to the start date is subject to a fee of 25% of the course cost. No withdrawal refunds or transfer credit on or after that date.
  • To withdraw or transfer, please email ocprograms@ucalgary.ca. Requests must be made by email, and will be considered as of the date the email is received.
  • After the withdrawal/transfer deadline, refund/credit will be issued ONLY in the event of program cancellation by the Outdoor Centre.
  • Late withdrawal will not be eligible for refund or transfer credit including where due to illness, injury, weather/conditions, or changes in COVID-19 health and safety requirements.

• Public or private trips longer than a weekend
  • Withdrawal more than 6 weeks prior to the pre-trip meeting is subject to a fee of 50% of the course cost. No withdrawal refunds or transfer credit on or after that date.
  • We strongly recommend purchasing trip cancellation and interruption insurance to safeguard your experience.
  • To withdraw or transfer, please email ocprograms@ucalgary.ca. Requests must be made by email, and will be considered as of the date the email is received.
  • After the withdrawal/transfer deadline, refund/credit will be issued ONLY in the event of program cancellation by the Outdoor Centre.
  • Late withdrawal will not be eligible for refund or transfer credit including where due to illness, injury, weather/conditions, or changes in COVID-19 health and safety requirements.

• Custom bookings: please contact ocprograms@ucalgary.ca

Late-arrival policy for trips with a departure

Clients arriving more than 10 minutes late for an activity with a departure will forfeit 100% of the price. Once the “pre-trip” logistics have been completed for trips with a departure they will leave promptly. It is recommended to arrive 15 minutes early to organize equipment and complete required documents.

Insurance

We strongly recommend purchasing trip cancellation and interruption insurance to safeguard your experience. We recommend using an external provider such as the Simpson Group who offer a wide range of travel insurance options including Trip Cancellation/Interruption, Travel, Medical, and Personal Effect Loss for both Canadian and International Travellers. It is important to ensure that you are covered in the event of trip interruption or cancellation, and to cover the costs of a rescue if required. We encourage you to select an appropriate level of coverage.

Should you be unable to participate in program after withdraw/transfer deadline and have purchased cancellation insurance from the Simpson Group or other, you should refer to the terms of that policy.

Cancellation Policy

The Outdoor Centre reserves the right to change or cancel any itinerary or service at any time due to insufficient enrolment, bad weather conditions or other reasons. A full refund or credit of the program will be provided, without penalty to the Outdoor Centre. We do our best to keep clients informed of any changes.  Please ensure your personal and emergency contact information is up to date in our system.

Weather and Environmental Conditions Policy

We will make every effort to provide our clients with the best and safest experience in the available conditions, which may include alternative destinations where needed to give them the best experience with the conditions at the time. If a client elects to not participate on a given day due to the nature of either weather or conditions, we will be unable to offer a credit or refund.

Summary

Before the start of any program or trip, a substantial amount of time and effort is invested by our dedicated staff to meticulously plan and prepare all logistical aspects. We believe in delivering exceptional experiences, which necessitates ensuring that we have a team of highly experienced guides and instructors available. To guarantee their commitment, we make financial commitments well in advance of each program.

We recognize that sometimes events outside our control may limit the ability to participate on a program or booking with us. The first line of defence in these cases is to protect your investment with us by purchasing Cancellation or Trip Interruption Insurance through an insurance broker.