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.

Training Cancellations

When the Clan organises training, if money is charged, the Training is being organised out of the good of the will of the Clan. 

Members are strongly encouraged to attend these sessions that have been put on for their benefit. 

This policy is overridden if it is an overnight event, by the overnight policies.

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, a refund will not be issued.

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.

1 to 2 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.

There is a £29 non-refundable deposit.

When you can get a refund: 

For the first 36 hours after you sign up, you can get a full refund including the non-refundable deposit.

If you cancel 2 weeks or more before the event, we’ll give you a full refund minus the non-refundable deposit.

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

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.

3 or more 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

There is a 40% non-refundable deposit.

When to cancel: As soon as you can.

When you can get a refund: 

For the first 36 hours after you sign up, you can get a full refund including the non-refundable deposit.

If you cancel 4 weeks or more before the event, we’ll give you a full refund minus the non-refundable deposit.

If you cancel 2 or more week before the event, and we’re able to fill your place, we will give you a full refund minus the non-refundable deposit.

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.

International Trips

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

There is a 50% non-refundable deposit.

When to cancel: As soon as you can.

When you can get a refund: 

For the first 36 hours after you sign up, you can get a full refund including the non-refundable deposit.

If you cancel 16 weeks or more before the event, we’ll give you a full refund minus the non-refundable deposit.

If you cancel 12 or more week before the event, and we’re able to fill your place, we will give you a full refund minus the non-refundable deposit.

If you cancel less than 8 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.

Social Events

Our paid social events are often harder to organise, and include greater financial contributions from the Clan, 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.

There is a 50% non-refundable deposit.

When you can get a refund: if you cancel 4 weeks or more before the event, we’ll give you a full refund minus the non-refundable deposit.

If you cancel 2 or more week before the event, and we’re able to fill your place, we will give you a full refund minus the non-refundable deposit.

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 – e.g. 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?

Sadly not. We have to take responsibility for our risk of exposure to covid.

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 receive your email before 23:59 on the 1st of January.

Can I get a refund for more than 100% of what I paid?

Under no circumstances will we issue refunds of more than 100% what was paid.

What if the event is cancelled or rescheduled by the Clan?

If the event is cancelled, we’ll offer 100% refunds.

If it’s rescheduled, we’ll give you a 100% refund. You will be welcome to sign up to to other events which are currently available to sign up.

In general, given extreme weather and unusual circumstances, Clan events are much more likely to go ahead than be cancelled or rescheduled.

Can I give my place to a friend?

No. Places are not re-saleable or transferable. If you cancel, we’ll put it out to whomever is next.

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