Outdoor Centre Registration, Withdrawal, Transfer, Insurance and Cancellation Policy
Please make sure you have read and understood the following information.
Definitions of Terms
- Registration: Active registering for a program.
- Withdrawal: When you the client request to withdraw from a program.
- Transfer: When you the client request to transfer from one program to another.
- Insurance: 3rd 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 firstname.lastname@example.org
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.
There is a withdrawal fee for each program which is representative the overall program costs. At a set date prior to the program commencing there are no withdrawals or refunds available. Please see individual program information for more details. This information is also contained in your confirmation email.
Transfers are available at no cost, but are not offered after a certain date prior to the program starting. Please see individual program information for more details. This information is also contained in your confirmation email.
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.
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.
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.
Long before we even depart for a trip, a significant amount of time behind the scenes is invested by our staff in the logistical planning and preparation stages of all our programs. Furthermore, to ensure that we maintain a staff of highly experienced guides and instructors, we confirm their work by making financial commitments to them ahead of a 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.