Member Cancellation Policy

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We’re excited to help create memorable experiences for everyone! Our events and trips rely on careful planning and a team effort to ensure everything runs smoothly and that everyone has an equal opportunity to participate. We ask for your understanding and cooperation to help us minimize confusion, creating a fair environment for all participants and keeping our events organized. With that being said, here are our guidelines for event cancellations and no-shows.

 

Member Cancellation Deadlines & Fees

To help our team plan effectively, we have established the following cancellation deadlines:

1. Premium Trips & Experiences (e.g., Cabins, Away Classes, Skiing Adventures, Camping Trips, value of $150+) This includes paid programs, programming that is included for summit members (gearhouse typically covers the cost), and/or has a limited number of participants. 

Members:

• 14 or more days: full refund/no fees

• 8-13 days: 50% refund or $25 admin fee (Summit Members)

• 0-5 days or No-Show: 0% refund or 75% event cost fee (Summit Members)

• 0-2 or No-show: Summit Members, 100% event cost fee

Non-Members:

• 14 or more days: full refund minus $25 admin fee

• 8-13 days: 50% refund

• 0-8 days or No-Show: 0% refund

Gearhouse Cancellation:

• Full refund minus a $50 admin fee

2. Local Events (e.g., Paid Cafe Events, Classes/Seminars, Ice Skating, Aquarium Visits, <$149). This includes paid programs, programming that is included for summit members (Gearhouse typically covers the cost), and/or has a limited number of participants. 

Members:

• 10 or more days: full refund/no fees

• 5-9 days: 50% refund or $5 admin fee (Summit Members)

• 0-5 days or No-Show: 0% refund or 75% event cost fee (Summit Members)

• 0-2 or No-show: Summit Members, 100% event cost fee

Non-Members:

• 10 or more days: full refund/no fees

• 5-9 days: 50% refund 

• 0-5 days or No-Show: 0% refund

Gearhouse Cancellation:

• Full refund minus a $15 admin fee

3. Cafe Events (e.g., Board Game Night, Trivia, Member Happy Hours)

• Please submit cancellations 24 hours prior to the event.

• We kindly ask that you notify us promptly if you are unable to attend, so we can make the necessary adjustments and ensure quality programming.

Gearhouse Cancellation:

• Full refund, no fees.

Carpool-Based Activities & Summit Shuttle (Weekly Hikes, Berry picking, anything that is ‘free’ but provides transportation.) 

• Carpool Cancellation Deadline: At least 24 hours before the event.

• Carpool Late Cancellation or No-Show Fee: A $20 fee applies.Timely communication helps us ensure smooth arrangements for everyone involved.

• Summit Shuttle

  • 5-9 days: 50% refund or $5 admin fee (Summit Members)

  • 0-5 days or No-Show: $20 admin fee

If Gearhouse has to Cancel:

• Full refund, no fees.

 

Refunds and Exceptions

Life happens, things happen. If something were to come up, please reach out to Grace at gracej@joingearhouse.com or Jason at jason@joingearhouse.com.  We will evaluate each situation on a case by case basis.  

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Waitlist Process

If you cancel in time, your spot may be offered to someone on the waitlist. Late cancellations or no-shows prevent us from filling spots, which impacts the experience for others.

 

No-Show Policy for Repeats 

After 3 no-show may result in limited access to future events to ensure fairness for all participants. 

 

Confirmation of Cancellation

We will send you a confirmation email upon receiving your cancellation request. If you do not receive confirmation within 24 hours, please follow up by emailing gracej@joingearhouse.com or jason@joingearhouse.com.

How You Can Help

• Timely Communication: If you know you cannot attend, please notify us as early as possible to allow us to adjust plans or offer the spot to someone else.

• Considerate Commitment: When signing up, please double-check your availability and only book events you’re confident you can attend.

• Fill out the cancellation form that is sent to your email after signing up.

By respecting these guidelines, you help make every event a success and everyone has the opportunity to participate. Thank you for being part of our community!

 

Gearhouse Cancellation

In the event that Gearhouse must cancel a trip due to circumstances out of our control, we will make every attempt to reschedule or you will be offered a full transfer to another Gearhouse program OR a 100% refund.

Circumstances of cancellation may include, but are not limited to:

• Inclement weather, depending on the activity and season, outdoor programs may be canceled due to the following:

  • High Winds

  • Heavy snow or rain

  • Extreme heat or cold

  • Unhealthy AQI

• Program area closures

• Insufficient participation

• Injury or illness of program staff

 

In all cases we will strive to give our members and guests as much notice as possible

 

Contact Information

If you have questions or need to cancel, please email us at: ask@joingearhouse.com