Meet cancellation

Accommodation, Transportation and Entry Fees

This policy will cover all ‘away’ meets where the athletes travel with the club in terms of accommodation and travel or where they travel on their own but must be entered into the meet.

This policy is based on dates as supplied in the “Indoor/Outdoor Meet Schedule”.  This schedule is to be provided to the Board by coaches in December for winter season and April for summer season.  It will be posted on the website once approved by the Board.  Dates as noted in the Meet Schedule will be final.

Accommodation and transportation requirements will be estimated in December and April respectively.  These will be communicated to the Club’s Administrator to reserve rooms and vans in December and April.

Meet sign-up and cancellations will be done on the website

Sign-Up Procedure: Accommodation and Transportation

Three Weeks Prior to Travel: Administrator will send out a reminder to parents and athletes about the meet.  Athletes are advised to speak to their coaches regarding events.  Cost will be estimated.

Two Weeks Plus One Day: Administrator will re-send reminder advising one day left to book.

Two Weeks Prior to Travel: Entry is cut-off at two weeks prior to travel. Cost will be finalized.

No commitment from the athletes = no guarantee of a spot to travel with the club.  The club may choose to accommodate an athlete on short notice if there is room, but there is no guarantee.

Sign-up will be done on the website.  This will generate a message to 1) the Administrator to book entries, accommodation and travel, and 2) the athlete’s coach.

Event Entries

Athletes will be responsible to discuss and confirm event entries with their coaches.

One Week Prior to Travel: Cancellations are accepted until one week prior to the departure date.  (This will normally cover the scratch deadline as well.) 

At this time a deposit of $50/athlete will be charged to the athlete’s account to cover first night’s accommodation in case of cancellation. This deposit is NOT refundable unless the athlete is sick or injured after this date.  Refunds will be addressed on a case-by-case basis.

Accommodation – Rooming List

The Administrator will compile the rooming list with input from athletes and coaches and provide it to the hotel by the deadline (normally two weeks ahead of the meet).

Cancellation Policy

Cancellation MUST be done on the website by the athlete or parent.  This will generate a message to 1) the Administrator to address scratch entries, accommodation, transportation and billing, 2) their coach.

Cancellation is the responsibility of the athlete.  Late cancellations will result in athletes being charged for meet entry fees unless we can scratch them at no cost to the club.  Refunds for sick or injured athletes will be addressed on a case-by-case basis.