Cancellation Policy

We understand that life sometimes throws up unexpected surprises which may prevent you from joining us on one of our trips after you’ve signed up, so here are the cancellation and refund policies for the different trips we run.

Summary: Let us know ASAP if you can’t come.

Indoor Climbing Cancellations

A great deal of work goes into organising Indoor Climbing meets, and when someone can’t make it, or doesn’t show up, it causes extra work for volunteers who may stick around and wait for someone who isn’t coming.

How to cancel: Message The Climbing Clan ASAP

When to cancel: As soon as you can.

If you cancel after signup as closed, we’ll record your attendance as a “late-bail”, and if you don’t show up, we’ll record a “no show”.

Places are not re-saleable or transferable.

Day and Evening Outdoor Climbing Cancellations

When people cancel on outdoor climbing sessions, it causes a great deal of stress if it happens after groups have already been created. The number of volunteers who have been reduced to tears by people cancelling after climbing groups have been allocated can be counted on both hands.

How to cancel: Message The Climbing Clan ASAP

When to cancel: As soon as you can.

When you can get a refund: if you cancel before signup closes.

If you cancel after signup has closed, you won’t be able to get a refund.

If you cancel after signup has closed, we’ll record your attendance as a “late-bail”, and if you don’t show up, we’ll record a “no show”.

Places are not re-saleable or transferable.

More than One Night Overnight Trip Cancellations

Our overnight trips typically involve a great deal of organisation and organisation starts months in advance. Often the Clan accepts the risks of a significant deposit and there is then a great pressure to make sure the trip does not lose money for the Clan. Its often very hard, high pressure work for volunteers when people can’t make it or when people don’t come at last moment and unless the space can be filled, there’s a risk of the Clan losing money.

How to cancel: Message The Climbing Clan ASAP

When to cancel: As soon as you can.

When you can get a refund: if you cancel 2 weeks or more before the event, we’ll give you a full refund.

If you cancel 1 week before the event, and we’re able to fill your place, we will give you a full refund.

If you cancel less than 1 week before the event, its unlikely we’ll be able to fill your place, as we’ll be busy organising the trip, and plans will have already been made that include you so you won’t get a refund.

If you cancel after signup has closed, we’ll record your attendance as a “late-bail”, and if you don’t show up, we’ll record a “no show”.

Places are not re-saleable or transferable.

More than Two Night Overnight Trips Cancellations

Our longer trips are often harder to organise, and include greater financial contributions from the Clan, very large deposits and work on the basis that everyone is working together in unison.

How to cancel: Message The Climbing Clan ASAP

When to cancel: As soon as you can.

When you can get a refund: if you cancel 3 weeks or more before the event, we’ll give you a full refund.

If you cancel 2 week before the event, and we’re able to fill your place, we will give you a full refund.

If you cancel less than 2 week before the event, its unlikely we’ll be able to fill your place, as we’ll be busy organising the trip, and plans will have already been made that include you so you won’t get a refund.

Places are not re-saleable or transferable.

Membership

Climbing Clan membership is not refundable.

How to cancel: Membership can be cancelled by informing secretary at climbingclan.com by email and will not be renewed at the start of the following year.

Refunds for Membership are only granted in very exceptional circumstances – eg accidentally signing up for two concurrent Climbing Clan memberships.

Frequently asked questions

Who can I contact to talk about this?

Messaging the Climbing Clan

I got covid. Can I get a refund?

Probably, yes. Please let us know that ASAP.

Who makes the final decisions?

The Climbing Clan Treasurer is the final word – if you think this policy has been applied inconsistently, feel free to email treasurer at climbingclan.com

I didn’t realise Membership renewed?

Membership is automatically renewed every January. You can cancel by emailing the Secretary – if they recieve your email before 23:59 on the First of January.